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Approved Person Scheme

The Approved Person Scheme accredits qualified individuals to approve (certify) vehicle modifications for light vehicles and/or heavy vehicles.

The Heavy Vehicle National Law 2012 commenced in Queensland, New South Wales, Victoria, South Australia, the Australian Capital Territory and Tasmania on 10 February 2014.

From 1 March 2015 the department stopped issuing certificates of approval for approved persons (AP) and now issues an approval document. An AP will need to produce this letter as their accreditation document when purchasing certificates of modification, modification plates or if requested by an authorised officer or a member of the public.

The Transport Operations (Road Use Management – Accreditation and Other Provisions) Regulation 2005 expired 1 September 2015. This is being replaced by the Transport Operations (Road Use Management – Accreditation and Other Provisions) Regulation 2015. We recommend that you become familiar with this new regulation. The Business Rules for an Approved Person (Vehicle Modifications) has also been updated as a result of the updated regulation.

Becoming an Approved Person

To become an AP for light vehicles (vehicles up to 4.5t) you must:

  • have the appropriate formal qualifications and experience as required by the department
  • complete the Approved Person Application form (F1855)
  • supply all relevant supporting documentation as per the application form
  • pay the appropriate fee 
  • lodge the completed application to the address listed on the application form.

To become an AP for heavy vehicles (vehicles over 4.5t) you must:

  • be a Queensland resident
  • have the appropriate formal qualifications and experience as required by the department
  • complete the Approved Person Application form (F1855)
  • supply all relevant supporting documentation as per the application form
  • pay the appropriate fee 
  • lodge the completed application to the address listed on the application form.

Complete the indicated section on the Approved Person Application form (F1855) when applying for:

  • renewal of Approved Person accreditation
  • additional codes
  • replacement of accreditation document
  • change of personal details.

Check the information sheets for more information about the AP Scheme.

Suitable person assessment

As part of the assessment of applications for an AP, we consider information contained in a person's criminal history check using the Suitable Persons Policy as a guide.

Relevant convictions upon indictment from the District or Supreme Court for criminal offences in the 10 years prior may affect your ability to meet our suitable person criteria. This includes, but is not limited to, convictions relating to:

  • stealing
  • fraud
  • assault
  • forgery
  • intimidation
  • all convictions in the 5 years prior to your application.

Electronic communication

On the application form, you will be asked to consent to the department communicating electronically with you. This will enable efficient communication, minimising your waiting time to receive documents from the department.

Business rules, legislation and approved codes of practice

An approved person must comply with the Business Rules for Approved Persons (Vehicle Modifications) which can be downloaded from the departments website, the legislative requirements and the approved codes of practice.

Relevant legislation for the approved person scheme can be found on the Queensland Government Legislation website and includes:

  • Transport Operations (Road Use Management) Act 1995
  • Transport Operations (Road Use Management – Accreditation and Other Provisions) Regulation 2005
  • Transport Operations (Road Use Management – Vehicle Standards and Safety) Regulation 2010
  • Heavy Vehicle National Law Act 2012.

Relevant codes of practice for the approved person scheme are:

An AP will also be required to access the Australian Design Rules. These can be accessed through the Department of Infrastructure and Regional Development website.

Technical updates and advice for light vehicles (up to 4.5 GVM)

Technical updates such as vehicle standards instructions are provided by the department's Vehicle Standards team in response to technical issues that arise for light vehicles from time to time.

Check vehicle standards and modifications for information on updates.

Technical enquiries

For vehicle standards and modification advice, contact:

Email: vehiclestandards@tmr.qld.gov.au
Phone:

(07) 3114 5844
Available 10am to 4.30pm, Monday to Friday

Technical updates and advice for heavy vehicles (more than 4.5t GVM)

For technical advice and information for heavy vehicles, contact the NHVR by:

Approved Person notifications, updates and newsletters

This section will inform Approved Persons of upcoming changes and new initiatives, relevant to their role as an Approved Person.

Details of upcoming changes and new initiatives will be made available on this page by the 1st of each month.

Please note: Approved Persons will no longer be notified about changes to the scheme through the mail. It is the responsibility of each Approved Person to check this webpage on the 1st of each month and ensure they are familiar with any changes that may affect them and the function they perform.

For current notifications and updates refer to Approved Person Information Sheet for scheme changes and updates

Approved Person newsletters

The current Approved Person Scheme newsletter (APNL01.2012) was issued in September 2012.

Audits

Departmental officers will conduct confirmation/education audits within the first 6 months of an AP being accredited and also randomly conduct spot checks of an AP's management system. The objective of conducting spot checks is to indicate to the department that AP’s are complying with their conditions of accreditation.

Transport Inspectors may also conduct audits and/or investigations of APs to assess compliance of the certification of a modification.

Non-compliance identified as a result of these spot checks/audits may result in monetary penalties; sanctions being imposed and/or show cause notice including suspension or cancellation.

The spot check checklist developed from the Transport Operations (Road Use Management – Accreditation and Other Provisions) Regulation 2015 and the conditions of approval have been introduced as an independent indicator to the audits conducted by the Transport Inspectors.

Use of Certificates of Modification and Modification Plates

  • Certificates of Modification and Modification Plates must only be used by the AP nominated on the application form and allocated to the AP by the department.
  • A Certificate of Modification and Modification Plate must be completed in full by the AP and issued for each certified vehicle modification.
  • The AP must attach modification plates to the vehicle.

Certificates of Modification

Certificates of modification must be completed in full by the AP, must not contain any alterations and the following procedure applied:

  • the original (green) copy of a Certificate of Modification is to be issued to the vehicle owner or their agent
  • the duplicate (yellow) copy of a Certificate of Modification is to be sent to the AP Administrator at the end of each calendar month
  • the book (white) copy of the Certificate of modification is to be retained by the AP at the business premises during ordinary business hours for at least 7 years after completion.

Contact details

Administration enquiries

Email: AP@tmr.qld.gov.au
Phone: 13 QGOV (13 74 68) 
Post: Approved Person Administrator
Department of Transport and Main Roads
PO Box 673
Fortitude Valley Qld 4006
Last updated
13 June 2016