Customer Application Package
Included in this package are the following documents.
• Customer application form
• European Type Approval for Automotive Systems
and Components
Setting out some of the basics of type approval.
• An introduction to Conformity of Production (CoP)
Note that these documents are also available separately on the VCA website
www.dft.gov.uk/vca
Customer Application Form
This form to be used by all VCA customers applying for Type Approval Certification work.
1. Contact Details
Manufacturers details
Name
*
Full Address (including postcode)
*
Telephone number
*
Fax number
Email address
Nature of business, e.g. vehicle manufacturer; OEM
supplier
*
Applicant address if not the manufacturer
Name
Full Address (including postcode)
Telephone number
Fax number
Email address
* Mandatory field
www.dft.gov.uk/vca
PCAD-029
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Invoice address (the account will be opened in this name and address)
Company name
Full Address including postcode
(if different from the main address)
Company VAT number
Company registration number
Contact name
Invoicing address
Telephone number
Fax number
Invoicing Email address
Yes
Is a Purchase Order required?
No
Any additional information
www.dft.gov.uk/vca
PCAD-029
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2. Conformity of Production
Please provide the contact details for Comformity of production matters (if different from before)
COP telephone number
COP fax number
COP Email address
COP company
Full Address (including postcode)
List of plants at which the products are manufactured and their VCA Conformity of Production (CoP)
clearance reference
Plant name
Reference
Plant name
Reference
Plant name
Reference
Plant name
Reference
If your company is based outside of the European Union (EU), please provide details of a representative
within the EU
www.dft.gov.uk/vca
PCAD-029
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3. Monitoring
Can you please tell us where you first heard about VCA: *
Confirm acceptance
Please print form and sign below to confirm acceptance that payment or invoices will be made within 30
days of the invoice date
Name
Job Title / Position
Signature
Print Form
Save
Clear Form
When complete, please print out and send to the following address:
Credit control, VCA Finance, Room 3.1
1 The Eastgate Office Centre
Eastgate Road
Bristol
BS5 6XX
United Kingdom
You may also send this document to us as an Email attachment, but please be aware that Email is not a
secure medium, and as such, VCA cannot be held responsible for any loss of the data or subsequent
misuse by a third party. Email: creditcontrol@vca.gov.uk
For VCA use only:
Credit limit required:
* Mandatory field
www.dft.gov.uk/vca
PCAD-029
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European
Type Approval
for
Automotive
Systems and
Components
VCA004
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About VCA
The Vehicle Certification Agency (VCA) is an Executive Agency of the United Kingdom Department
for Transport, charged with operating the system of automotive type approval in the UK. VCA is the
designated UK Approval Authority and a Technical Service for all type approvals to automotive EC
Directives and most United Nations (UN) Regulations. VCA is accredited also, by UKAS for the
issuing of ISO 9001 quality management systems certification, ISO 14001 environmental
management systems certification, OHSAS 18001 health and safety certification, and EMAS
verification. Additionally, VCA is recognised by the International Automotive Task Force (IATF)
through the Society of Motor Manufacturers and Traders Limited (SMMT) for ISO/TS 16949.
1. Introduction
Many industrial sectors are subject to some form of approval or certification system but road vehicles
are a special case, because of their importance to and impact upon society, and have been subject to
specific technical standards almost from their first invention. Within Europe, two systems of type
approval have been in existence for over 20 years. One is based around EC Directives and
Regulations, and provides for the approval of whole vehicles, vehicle systems, and separate
components. The other is based around UN Regulations and provides for approval of vehicle systems
and separate components, but not whole vehicles.
2. What is Automotive Type Approval?
Put simply, type approval is the confirmation that production samples of a design will meet specified
performance standards. The specification of the product is recorded and only that specification is
approved.
Automotive EC Directives and UN Regulations require third party approval - testing, certification and
production conformity assessment by an independent body. Each Member State is required to appoint
an Approval Authority to issue the approvals and a Technical Service to carry out the testing to the EC
Directives and Regulations. An approval issued by one Authority will be accepted in all the Member
States. A similar situation exists for UN regulations where Contracting Parties have similar role to the
EC Member States.
In the UK, the Vehicle Certification Agency (VCA) is both Approval Authority and Technical Service.
(Note: automotive Directives are "old approach" in terms of requiring third party testing and approval.
"New approach" Directives follow a different format and place more obligation on the manufacturer to
make sure that the product meets appropriate requirements. EU Member States have agreed that the
new approach is not appropriate for road vehicles.)
2.1. Whole Vehicle Type Approval
EC approval of most road vehicles is based around a "Whole Vehicle" framework Directive 2007/46/
EC (as amended) and this specifies the range of aspects of the vehicle that must be approved to
separate technical Directives. Hence, in order to gain EC whole vehicle approval, a vehicle first will
have to be approved for various systems, e.g. brakes, emissions, noise, etc. The issue of the whole
vehicle approval does not in itself involve testing, but a production sample of the complete vehicle is
inspected to check that its specification matches the specifications contained in all the separate
Directive approvals.
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Broadly, the Whole Vehicle framework document covers any vehicle with 4 or more wheels and their
trailers intended for use on roads, except agricultural or forestry tractors, mobile machinery, and
vehicles with a design maximum speed of less than 25kph.
There is a separate framework Directive, 2002/24/EC (as amended), that covers 2 and 3 wheeled
vehicles and 4-wheeled quadricycles. Agricultural or forestry tractors are covered under a further
framework directive - 2003/37/EC (as amended). Both of these follow the same principles and
processes as the car framework directive.
2.2 System or Component Approval
The separate technical Directives and Regulations allow (or require) the approval of individual
systems as part of a type of vehicle and some allow for the approval of separate devices. A separate
device may be approved either as a Separate Technical Unit (STU), in which case the vehicle to
which it is to be fitted must be declared, or as a Component if it can be fitted to any vehicle. System
and component approval requires that a sample of the type to be approved is tested by the Technical
Service to the requirements of the relevant Directive. Its technical specification is documented and
that specification forms part of the approval.
3. System or Component Approval - The Process
3.1. Application
The manufacturer should apply to VCA in writing for the work to be done (addressed to Administration
Supervisor, Product Certification Branch) which will set the process in motion. If one of VCA's
independent Technical Service laboratories is to be used for the testing (see below), then contact with
the laboratory can be made direct.
Once the application is received, you will be sent notification of the VCA job number (which should be
used in all future correspondence with VCA) and the name of a contact VCA test manager.
3.2. Worst Case Selection
When you are ready to proceed you should contact the VCA test manager notified to you and arrange
for a "worst case" meeting.
VCA practises worst case selection prior to testing in order to reduce the amount of testing needed
across the range of a product type. A meeting will be held between VCA and the manufacturer in
order to consider the products to be tested, the tests to be carried out, and the date and venue for the
testing. The manufacturer may present results of in house testing, and any other information, in order
to assist the worst case selection.
3.3. Testing
VCA is the UK automotive approval Authority and a Technical Service so has the responsibility for
witnessing or carrying out the tests as well as issuing the approval certificates. Tests can be
witnessed at any suitable facility anywhere in the world, whether they are owned by the manufacturer
or hired by the manufacturer for the period. To enable us to offer our services locally, VCA has
resident staff at offices around the world, including the USA, Japan, Malaysia, Korea, Italy, Australia,
India, Brazil and China.
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Any facility to be used must first be appraised by VCA to ensure that the equipment is appropriate for
approval testing, and this can be arranged as a separate exercise or as a prelude to a test
programme. VCA appraisal techniques follow established quality principles.
If preferred by the manufacturer, VCA can provide a full service including the provision of
instrumentation and test facilities. This would normally be done through our UK VCA Midlands Centre
at Nuneaton, using MIRA facilities.
For certain subjects, VCA has appointed independent laboratories to act as Technical Services (in
addition to VCA):
These can be found on the VCA website:
http://www.dft.gov.uk/vca/vehicletype/technical-services.asp
3.4. Documentation
Prior to testing the manufacturer will be required to submit technical documentation that adequately
specifies the product in terms of the elements of the design that are relevant to the legislative
instrument concerned. These documents act as a check list for the sample of the product that is
provided for testing and, after test, as the basis for the approval itself.
If necessary, further, good quality final information documents may need to be supplied for attachment
to the approval certificate.
3.5. The “Manufacturer” and Conformity of Production (CoP)
For each approval it is necessary to declare a manufacturer for the product. This does not necessarily
have to be the company that actually manufactures the product but it must be a company that can
take, and prove, responsibility for the design and manufacture and hence can control conformity to
type of production samples.
It is unlikely that an independent importer could take on the role of manufacturer but it could be the
appointed manufacturer's representative for the approval. Note, though, that a product can hold only
one approval from one Authority, so an importer will need to ensure that it alone is acting for the
manufacturer.
Conformity of production requirements are based around established quality systems principles, and
certification to ISO9001 may be acceptable as a basis, with appropriate control plans to deal with the
specific approval aspects. It may be necessary for VCA assessors to visit the production facility and
so it is important to involve VCA at an early stage.
The COP process can run along side the testing process, in order to avoid delays, and will be
triggered by the application letter to VCA.
3.6. Approval Issue
Once all the technical documentation and test reports are complete, and conformity of production
clearance has been given, VCA will complete the approval package by issuing an approval number,
an approval certificate, and an index to the manufacturer's documents, and. Each month we notify all
the other Approval Authorities of the approvals that we have issued so that they can check the
number should the manufacturer wish to use the approval overseas.
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3.7. Specification Changes
The specification of the product is frozen in the approval. If the specification changes then the
Approval Authority must be informed of the change.
It should be noted however, that a change to the specification of a product does not necessarily mean
more testing or a new approval. If the change is minor then we may be able to add it to the approval
as a document review exercise. If the change affects information on the approval certificate then an
extension certificate must be issued. If it affects only the information in the manufacturer's documents
then we will issue a revised index of those documents, with no change to the approval certificate.
4. VCA Fees
VCA fees for approval work are charged on the basis of the time taken to carry out the work, but we
will endeavour to provide an estimate of the likely fee once the work content has been agreed.
Note that different arrangements will apply if one of VCA's appointed technical Services is used.
5. Contact us
For contact details around the world, go to:
http://www.dft.gov.uk/vca/world-map.asp
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INTRODUCTION
TO
CONFORMITY
OF
PRODUCTION
(CoP)
VCA006
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Ver 1.1
Introduction to Conformity of Production (CoP)
Conformity of Production (CoP) forms part of the Type Approval process. If you are applying for an
Approval certificate, you will also need to satisfy the requirements for CoP and gain CoP clearance.
CoP means the ability to produce a series of products in conformity with the legislation, specification,
performance and marking requirements in the Type Approval.
VCA has a specialist CoP department, whose function is to assess manufacturer’s quality systems
and procedures, in order to see that the two key conditions of most Type Approval standards are met:a. To verify that before an approval is issued, there are robust controls in place to ensure that all
products made to conform to the approved type.
b. To monitor periodically that the controls continue to be effective during the life of the approval.
What is Involved?
This is dependent on the individual circumstances of the company and what legislation applies to the
Type Approval application. Documentation will be initially requested to support your application. This
documentation includes;
-
Control Plans showing ongoing compliance
Change Control Procedure
If a formal quality system is in place (ISO 9001 or ISO/TS16949*) a copy of the certificate
Quality Manual, if no formal accredited quality system is in place (ISO 9001 or ISO/TS 16949)
An Assembly Plant Statement if you are using a manufacturer who is not part of your company
Along with the documents above, we would also need to know how you access the latest legislation.
An onsite CoP Assessment Audit may also be required before CoP can be granted. If you are covered
by an EU member state compliance statement, this can also be accepted assuming the information
on the certificate matches with what is being applied for with VCA.
*ISO 9001 must be UKAS or IATF or ISO/ TS 16949 IAF recognised for VCA to accept.
Initial Assessment
Although in certain circumstances it may be possible for the CoP requirements to be satisfied by
documentation alone, in many cases it is necessary for an Initial Assessment of your manufacturing
site to be carried out. For Manufacturers that are not ISO/TS certified (or ISO/TS is non-UKAS/IATF or
IAF recognised) an initial assessment will always be conducted. An audit will also be required if the
legislation being applied for demands it. The assessment, which will be conducted by a CoP
Technical Officer, will audit all areas of the factory relevant to the Type Approvals you are seeking, to
observe your controls working.
If you have an acceptable ISO/TS quality system in place, the VCA may also need to conduct an
initial assessment.
VCA006
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Monitoring
VCA will continuously monitor your CoP during the life of your Approvals. This is achieved by either
monitoring assessments audits combined with a technical document review or by a technical
document review without an audit. If changes are made within the lifetime of your Approval, you will
need to notify the VCA including the CoP department so that your CoP clearance can be reviewed.
VCA also purchases and tests products offered for sale in the UK. These monitoring activities, as with
all of VCA’s work, are controlled by our own procedures, and your CoP contact will keep you informed
as to when they are due.
If Problems Occur
If it is found during any CoP assessment that your procedures or working practice do not meet the
CoP requirements of the Approval, then the assessor will discuss this with you in details, and will raise
written non-conformances (NC’s), asking you to take corrective actions within a set timescale.
You should note that if serious deficiencies are found in your quality systems, which we are unable to
rectify or serious or recurring problems with your products are found during CoP tests, VCA may need
to consider urgent actions. This could include the suspension of sales, a product recall, and ultimately
your Approval may be withdrawn.
What will it cost?
There are charges associated with the CoP activities including a technical clearance charge and
associated fees for any CoP assessments. The CoP department can provide you with a quote.
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Conformity of Production - Documentation Required
Quality Management System
(Quality Manual)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Management Responsibility
Quality System
Contract Review
Document Control
Purchasing
Purchase Supplied Product
Product Identification & Traceability
Process Control
Inspection & Testing
Inspection, Measuring & Test
Equipment
Inspection & Test Status
Control of Non-conforming Product
Corrective Action
Handling, Storage, Packaging &
Delivery
Quality Records
Internal Quality Audits
Training/Competence
Statistical Techniques where relevant
Change Control
Access to Legislation
Summary of Arrangements made to ensure
Compliance with Type Approval Requirements
for each Approval sought/held
(Control Plan)
1.
2.
3.
4.
5.
6.
7.
8.
Product Reference
Approval Requirement including any
legislation requirements
Stages of Inspection
Characteristics to be Inspected
Inspection Level/Frequency
Equipment to be used
Responsibilities
Records
Change Control Procedure
This should include all sites linked to the Type
Approval and CoP, and should ensure that there
is a Change Control Process in place to ensure
that any potential changes that may affect Type
Approval are reviewed prior to implementation
and there is a process in place to request an
Extension to an Approval prior to implementation
of change, if required.
These are examples of the types of areas we would expect to find covered within the relevant
documentation and systems. The list is non-extensive and the information as above is for guidance
purposes only.
VCA006
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