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Obligations of Licence Holders and Log Book Requirements

Introduction The Institution of Railway Signal Engineers (IRSE) Licensing Scheme for the railway signalling and telecommunications industry was introduced in 1994. The Licensing Scheme provides a form of certification for personnel undertaking work in the railway signalling and telecommunications industry. Obligations Placed on Licence Holders Licence holders are required to act with integrity in all aspects of their work and working relationships. Licence holders shall agree to be bound by the Licensing Scheme standards and procedures, as from time to time amended. Licence holders must familiarise themselves with any changes to Standards and Procedures published by the Licensing Scheme. Licence holders are required to ensure that their training and competence remains current and relevant for the licence categories they apply for or hold. They are also required to maintain an up to date record of their qualifications, training and experience in a Log Book. Master copies of suitable forms and instructions for maintaining the required records are published as part of the licensing scheme documentation. Licence holders are required to record in their Log Book any Endorsements resulting from complaints made against them within the scope of their licensable work. Licence holders shall submit their Log Books to the authorised representative of their employer, client, or other person in a position to verify it for review and certification at least annually. The certifier should annotate the entries to indicate that the check has been made, and should record their name, job title and relationship to the licence holder. Where the certifier is licensed under the IRSE scheme, the licence number shall be quoted. Within the period of validity of each category, the licence holder shall be subject to a surveillance check by the Licensing Scheme to ensure continued competence, failing which the licence shall be withdrawn. Surveillance checks shall be carried out by Competence Assessors approved to assess the categories concerned. The check shall be against the competence criteria of the categories concerned and shall include an examination of the Log Book and work record and an interview with the licence holder. Licence holders are also required to submit their logbooks for inspection when required by the employer, client, assessing agent, or the certification body, given reasonable notice. Licence holders who have received no formal complaints are to record a Nil entry in the formal complaints section of their logbooks. The Nil entry is to be verified at least annually. Before sanctioning or commencing any task that might directly affect the safety of the railway, its employees, or the public, licence holders must be satisfied that the necessary resources are available for its safe completion.Licence holders must be constantly aware of the additional vigilance and special precautions which may be necessary on their part if any of the persons engaged on a task are not licensed in the appropriate category. Any licence holder who becomes aware of an unsafe situation arising or who is instructed to perform a task which is unsafe should immediately inform a superior, or in the case of a consultant or contractor, the client,
Obligations of Licence Holders (Extract from LP1 v6.00) www..irse.org March 2012

and take any appropriate action available to avoid the unsafe situation materialising. Should the warning be ignored, or if the licence holder is subject to pressure to continue with the unsafe action, the facts should be put in writing and sent to the employer or client informing them that a copy is also being sent to the Institution's Registrar. On receipt of such a communication the Registrar must draw it to the attention of the Licensing Committee. Licence holders have a personal responsibility for ensuring that they submit themselves for reassessment, for any category in which they intend to continue to work, before the expiry of their licence. The licensee shall carry a valid licence applicable for all licensable work undertaken and comply with all reasonable requests for inspection of the licence. Licence holders and applicants are shall not misuse the IRSE accreditation mark, or make inaccurate claims about their participation in the Licensing Scheme. Licence holders are not permitted to use the UKAS accreditation mark. Where incorrect references is made to the certification system, or misleading use is made of certificates and accreditation marks, the Institution will take appropriate measures, which may include legal action. Licence holders and applicants shall promptly pay all monies due to the Institution or its Assessing Agents. If any outstanding monies are not paid promptly the Institution may refuse to issue a new licence or category; and may suspend or refuse to renew an existing licence. Failure of a licence holder to meet any of the obligations is liable to result in a complaint being made regarding his or her conduct, which could result in suspension or revocation of the licence. Licence holders shall ensure that any changes to their contact details or, where applicable, employer are communicated to the Licensing Registrar. Requirements for Logbooks Licence applicants shall prepare and maintain a logbook of their training, qualifications, and experience, together with any complaints made against them (whether upheld or not), within the scope of their licence categories, in the appropriate sections of the logbook. The logbook is the property of the licence holder, who is responsible for its accuracy and safe keeping. Licence applicants and holders shall review and update their logbooks on a regular basis. As a minimum the log book shall contain the following sections: Record of annual reviews Obligations of Licence Holders and Log Book Requirements Licence Details Record of Complaints Training Record Work Experience Applicants are advised to start recording experience in their logbook at the earliest opportunity, to ensure accurate and timely records are available for verification and subsequent assessment. Licence holders may use an existing company logbook or CPD folder to which the mandatory sections required by the Licensing Scheme have been added. Applicants may obtain copies of the logbook pages from the Licensing Scheme web-site, or in case of difficulty, request a master copy of the logbook pages from the Licensing Registrar. Logbook pages may be duplicated to fit current logbook formats, but shall remain recognisable and legible. In addition to the mandatory sections listed above, the logbook may contain other sections,detailing information relating to the holder or his employment, at the discretion of the holder or the employer.

Obligations of Licence Holders (Extract from LP1 v6.00)

www..irse.org

March 2012

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