Your Role as a Driving Instructor

This article discusses the roles and responsibilities of a driving instructor in South Australia, including rules and regulations to follow. It also covers customer service obligations and actions to take in case of an emergency or accident.

Running head
Name
Title
Institution

Your role as a driving instructor 2
Contents
Your role as a motor driving instructor within the organization and/or and or the rules governing driving
instruction in South Australia?....................................................................................................................7
Rules governing driving instructions in South Australia are as follows:...................................................7
Your customer service obligation as a motor driving instructor..............................................................7
Your responsibilities/actions in the event of a workplace emergency or a vehicle accident...................8
WHS procedures and work practices for hazard control.........................................................................8
Activity 2.3 managing risks through structures, procedures, laws regulations and codes...........................9
In regards to your vehicle, who do you report safety hazards and WHS issues to? What if you have an
accident?.................................................................................................................................................9
How do you make contribution to WHS in your workplace/vehicle? What are your responsibilities?..10
Describe the process of recording, reporting and maintaining WHS incident reports in South Australia?
...............................................................................................................................................................10
Activity 2.4 – vehicle operational safety check and induction...................................................................10
Conduct a pre-operational safety check, clearly identify the area and reason for inspecting...............10
What vehicle documentation needs to be filled following vehicle inspection?.....................................12
What would you do if there was a vehicle identified with the problem?..............................................12
How would you commence your first lesson with a learner driver?......................................................12
What would you cover off in an induction (orientation) in the vehicle?...............................................12
What are the safety issues that could arise before, during and after a lesson? Who could be affected?
...............................................................................................................................................................12
What behaviors are the major contributors to high risk driving and crashes?......................................13
What low risk behaviors would you explain/demonstrate?..................................................................13
Activity 2.5 – time management and professional development..............................................................14
What might be a 5 year goal?................................................................................................................14
Goal for this month?..............................................................................................................................14
Goal for today?......................................................................................................................................14
Activity 2.6 – hypotheticals........................................................................................................................14
Where would you go for advice?...........................................................................................................14
Do you know how to seek additional training or additional certification as a motor driving instructor?
Who is the best person in your organization or industry to consult?....................................................14
How do you respond from either your supervisor or from your colleague?.........................................15

Your role as a driving instructor 3
If you work alone, how do you assess the competency of your performance as a motor driving
instructor?.............................................................................................................................................15
Scenario two..........................................................................................................................................15
How would you respond? Would you need to inform anyone?............................................................15
What forms of communication and record keeping would you use?....................................................15
After the complaint has been made what could you do?......................................................................15
How might this incident have been prevented?....................................................................................15
Scenario three.......................................................................................................................................16
Activity 2.7 – recording and reporting.......................................................................................................16
If you had an accident, who would you report it to?.............................................................................16
Incident/accident report form...............................................................................................................16
Activity 2.8 – communication with the organization.................................................................................18
Activity 3.1 – reflective journal..................................................................................................................19
List the common crashes that occur?....................................................................................................19
Explain the system of vehicle control and give an example...................................................................19
Why are good observational skills essential?........................................................................................20
What is meant by crash avoidance space (CAS) and how is it created or maintained?.........................20
What would you consider to be the safe minimum following distance?...............................................21
In the above example, how could CAS be compromised? Give some examples or other things that
could threaten CAS................................................................................................................................22
In the previous diagram the vehicle enters the traffic stream with a 3 second gap. Is this enough? Why
or why not?...........................................................................................................................................22
Why is vehicle positioning so important?..............................................................................................22
Explain the terms “setting up” and what would be the advantage of “setting up” in the diagram
below?...................................................................................................................................................22
What other strategies/behaviors can be used to reduce road crash?...................................................22
Describe the importance of attitude in complying with road rules in order to reduce the level of risks?
...............................................................................................................................................................23
Describe the range of people and how they are affected when a crash occurs? How is society
affected?................................................................................................................................................23
What human factors negatively influence low-risk driving ad reaction times?.....................................23
Describe the corrective action that should be taken after a crash occurs?...........................................23
Activity 3.4 – low risk driving scenarios.....................................................................................................24

Your role as a driving instructor 4
Scenario one..........................................................................................................................................24
Scenario two..........................................................................................................................................24
Scenario three.......................................................................................................................................25
Scenario four.........................................................................................................................................25
Activity 3.5 – eco driving............................................................................................................................25
How does eco driving reduce crash risk?...............................................................................................25
What vehicle records are updated and maintained as a motor driving instructor?..............................26
What can you do every time you drive which will always reduce your fuel consumption?...................26
How does air conditioning affect your fuel’s vehicle consumption?.....................................................26
What can you do after you start your engine to be more fuel-efficient?..............................................26
What simple action dramatically reduces drag and boosts your vehicle fuel efficiency?......................26
Which, typically is the most efficient speed you can travel?.................................................................26
What can you do before a journey to make your trip more fuel efficient?...........................................26
What would you check regularly to ensure better fuel economy?........................................................26
Activity 4.1 – driver scenarios....................................................................................................................27
Learner driver 1 – Jack...........................................................................................................................27
What learner characteristics, learning styles and needs can you identify in the scenario?...................27
What knowledge or skills might the learner already have? How would you check?.............................27
List the possible learning outcomes, suitable activities and training resources for a program with jack?
...............................................................................................................................................................27
What additional information would you need from jack? How would you get this information?.........27
What are the steps involved with jack getting his license and passing the driving assessment? If jack
want to check other details himself, where would you refer him?.......................................................28
Would you recommend Jack to have a Vehicle on Road Test (VORT) or competency based training and
Assessment (CBT&A)? Why?.................................................................................................................28
Once you have drafted the learning program, why is it important to discuss it with the learner?........28
Activity 4.2 – instruction knowledge and skills..........................................................................................28
What should be covered off in the first lesson?....................................................................................28
How would ensure that training is conducted in a safe, accessible environment?...............................28
Motor driving instructors need to have excellent interpersonal skills. What are they?........................28
What does a motor driving instructor need to communicate clearly with a learner?...........................29
When discussing the training plan with the learner how would you respond if they suggested a
different approach?...............................................................................................................................29

Your role as a driving instructor 5
How would you explain to the learner the “system of vehicle control” and Low risk driving for the
following................................................................................................................................................29
Using the driver route you selected for Ghjimka explain how you would give directions in her driving
lesson and record several instructions you would provide if she was driving the planned route in a
lesson.....................................................................................................................................................29
Referring back to scenario one, jack the learner driver is overconfident and braking at the last
moment before intersections................................................................................................................30
Ghjimka from scenario 2, is approaching intersections slowly and obstructing traffic due to her
excessive caution...................................................................................................................................30
Jack from scenario 1 begins to talk throughout the session, he doesn’t hear your instructions, laughs
at his mistakes and pulls over to take a mobile call while the session is still on....................................30
Ghjimka from scenario 2 stops being friendly at the beginning and end of the sessions. She looks
straight ahead while the vehicle is stationary and you are offering advice and instruction. She has
stopped making any eye contact and has stooped asking questions all together.................................31
Both jack and Ghjimka will need to practice in their personal time. How will you advice and monitor
what they practice and their progression?............................................................................................31
Activity 5.1 – managing learner expectations and needs..........................................................................31
How would respond to Mr. Loule?........................................................................................................31
Describe how you would ensure that the quality of your work and training meets these standards if
you were working for a registered training organization?.....................................................................31
As a motor driver instructor, what documentation needs to be completed?.......................................31
How do you review the training program and your performance as a trainer?....................................32
Who needs to maintain learners records and for how long?................................................................32
Complete the report below that would reflect the assessment of Jessica’s driving competency.........32
Complete the report below that would reflect the assessment of Jessica’s driving competency.........35
How do you respond to Mr. Louie’s belief that his daughter only needs minimal driving instruction,
given the need for a motor driving instructor to meet his customer’s expectations, yet ensure safe
driving attitudes?...................................................................................................................................35
Read the table below and select the appropriate response, either agree or disagree in the column...35
A man approaches you to give him lessons. He is deaf. Where would you go for advice or assistance
with driver training? Don’t forget to use internet to search for resources, think about colleagues as
well as government agencies.................................................................................................................36
Activity 5.2 considering culture.................................................................................................................36
Scenario one..........................................................................................................................................36
Scenario two..............................................................................................................................................37

Your role as a driving instructor 6
What ethical work practices did the motor driving instructor breach?.................................................37
What code of practice or anti-discrimination or equal opportunity legislation might have been
breached?..............................................................................................................................................37
Do you have any obligation to act?.......................................................................................................37
What might you do or who might you talk about this?.........................................................................37
Activity 5.3 – maintaining business records...............................................................................................38
List the records you require as a motor driving instructor and comment as to why the records are
kept. Include the records that need to be kept before, during and after a driving lesson and/or license
test and the recording keeping requirements for your vehicle in which you conduct driving lessons? 38
Records files and documentation must be sorted and filled in accordance to work place procedure.
How do you ensure that only authorized personnel can identify and retrieve secured documents?. . .42
Demonstrate to your accessor that you can accurately identify and record control information for new
records. How do you update control information to reflect movement or use of records? How do you
remove records of completed business for disposal?...........................................................................42
At times you need to produce reports. What do you need to know to produce as requested report?
Show your assessor a report that you have produced that is in accordance with organizations security
and access procedures?.........................................................................................................................42
REFERENCES..............................................................................................................................................43

Your role as a driving instructor 7
Your role as a motor driving instructor within the organization and/or and or the rules
governing driving instruction in South Australia?
A driving instructor is a person who is tasked with the duty of training students how to drive a
vehicle safely and all the rules involved. Boccara, et al 2015. The roles of driving instructors are
as follows:
1. Trainers or driving instructors are responsible for teaching theory of driving to students.
2. Educating the trainees on the rules of the road
3. Teach students how to safely handle a vehicle.
4. During practical examinations, the trainer is responsible for supervision.
5. Trainer also responsible for enlightening students on the right skill sets to be developed
6. They are also responsible for closely monitoring progress made by student during the
training period.
7. They also teach various driving techniques such as defensive driving.
8. Instructors should be at least 21 years old.
Rules governing driving instructions in South Australia are as follows:
1. Driving instructors should be holders a current and updated driver’s license from South
Australia.
2. Should be in possession of an unconditional license for a period of not less than two years
and during that time period they should not have been disqualified.
3. Be in possession of an Australian license or one which has been accepted abroad for a
period not less than four years during which one has never been disqualified in that time
period.
4. Trainers should also be medically fit with no eyesight problems.
5. Instructors can only train their students on vehicle classes which subsequently match their
licenses.
Your customer service obligation as a motor driving instructor
This involves the code of conduct stipulated by the South Australian government which all
instructors must adhere in the course of dispensing their services to students. They are as
follows:

Your role as a driving instructor 8
1. Instructors should be honest and of high integrity, show respect to others and they should
be competent.
2. For payments exceeding $ 75, a receipt must be provided by the instructor in accordance
to the Australian Consumer Law.
3. Trainers are liable to disciplinary action if found criminally liable in accordance with the
Australian Motor Vehicle Act 1959. Such behavior may include sexual assault to students
or minors, stalking students or their kin, possession or trafficking of illegal drugs and if
found liable of physical assault.
4. Driving instructors should ensure that they can be easily identified by the students,
guardian or parents in accordance to Section 33 of the Road Safety Regulation Act.
5. Driving instructors should ensure that the automobiles used for training should be road
worthy.
Your responsibilities/actions in the event of a workplace emergency or a vehicle accident
1. In case of an emergency, the passenger side of the vehicle used for training is equipped
with an accelerator pedal and brake pedal which instructor can use.
2. In case of an accident, the instructor is responsible for intervention on behalf of the
student.
3. The instructor is also obliged to ensure that all the safety precaution in case of an accident
like switching off the engine to prevent fire.
4. Instructor should provide basic first aid in case of an accident.
5. The instructor is responsible for immediately notifying their employer, manager, or
supervisor in case of an accident.
6. Also, in case of an accident, the instructors should be responsible for reporting the case to
the authorities and give an account of what happened honestly with the aid of
documented evidence like photographs of the scene
WHS procedures and work practices for hazard control
The following is the WHS procedures for hazard control. Bahn, (2013).
1. Communicate and consult – it involving looking into the risk status and reporting on the
same. This ensures that all the parties involved in the risk understand and come up with
controls.

Your role as a driving instructor 9
2. Establish content and scope – establishing the content of risk helps the risk manager to
comprehend the constraint and circumstances under which the risk was earlier considered
and to establish an elaborate plan or scope rest of the process of risk management.
3. Identification of hazards, the contributing factors and the impacts – this involves
identifying the risks, what causes the risks and the consequences the risks have.
4. Assess current controls – once the perils have been established, the risk manager looks
into the existing controls so as to determine their effectiveness.
5. Analysis of current risk – this involves looking into what causes the risks, their impact
and the probability of them happening. Also, the existing or current controls should be
looked into. This is done via a risk evaluation matrix.
6. Risk evaluation – this seeks to investigate what can be further treatment of the risk can be
done in the short, medium and long term.
7. Treatment of risk with risk controls – this involves applying the following methods to
eliminate or control a hazard; eliminate, substitute, isolate, engineer, training and
administration and use of personal protective equipment.
8. Risk escalation – all emerging risks should be evaluated. For existing risks, only those
which rating are changing or there is a change in circumstances that should be escalated.
9. Documentation of the assessment and outcome – this involves recording the risk
management process the outcomes associated with it.
10. Monitoring and review – to ensure that the management process is working as
anticipated, the hazards should be closely monitored and reviewed regularly.
Activity 2.3 managing risks through structures, procedures, laws regulations and codes
In regards to your vehicle, who do you report safety hazards and WHS issues to? What if
you have an accident?
With regards to vehicle, safety hazards can be reported to the manager, supervisor, Health and
Safety Representative (HSR) or to the Health and Safety Committee.
In case of an accident, you should report the same to the manager or supervisor.

Your role as a driving instructor
10
How do you make contribution to WHS in your workplace/vehicle? What are your
responsibilities?
Contribution is made to the WHS by reporting and health hazards or risks to the relevant
authorities. In case you decide to cease to any work which you think is hazardous and you have
not notified the HSR of the same, then it is your duty to notify your employer and immediately
request to be ready to be stationed to another work station or duty.
Describe the process of recording, reporting and maintaining WHS incident reports in
South Australia?
In case an incidence occurs, it should be reported within the shortest time possible to the
supervisor or manager. This is followed by filling out and submitting an online injury report
form within 24 hours of the incident and it should filled completely. In the next five days after
notification of the injury incidence, the manager should ensure that the incidence is investigated
and reported and it should also be entered in the IRMS. The manager is responsible for the
investigation including all the details of the injury, reporting the results of the investigation,
indicating the name of HSR. The manager should also ensure that they record all the control
risks in IRMS. The manager should also provide a copy of the IRMS to the parties involved as
soon as possible.
Activity 2.4 – vehicle operational safety check and induction
Conduct a pre-operational safety check, clearly identify the area and reason for inspecting
Vehicle part being inspected What are you checking and why
Registration You are checking that the registration is intact
and visible. This is because the plate is used to
identify a vehicle and its owner and state.
Wheels and tyres Tires should be checked to ensure that are
properly inflated or if they are damaged.
Improperly inflated tyres or damaged tyres
could lead to tyre bursts causing an accident.
Also, unequally inflated tyres causes’ vehicle
to loose balance. Also look at the tread depth to
avoid skidding. Miller, Boeing, (2016).

Your role as a driving instructor
11
Lights Check to see that the spot lights and also rear
lights are working for better visibility during
the night and in misty condition.
Signs Check if all the signs are working in the front,
rear and side so as to clearly notify other road
users of your intentions.
Windscreen and windows Check to if the windscreen and windows are
clear for visibility and if it has any crack to
avoid breakage.
Body work Check if the body work of the car is damage in
a manner than can deem it unroadworthy.
Mirrors This involves the side mirrors and rear view
mirrors. Ensure that they correctly aligned to
have an adequate view of the road.
Leaks Check under the hood for any fluid leaks. Fluid
leak may lead to brake failure. Oil or coolant
leaks can lead to overheating and eventually
damaging the engine. If there is a leak, then the
car is not safe to drive.
Fuel levels Check the fuel level via the fuel gauge to
ensure that you have adequate fuel for your
journey or to the nearest fuel station.
Cabin Check the cabin of the car to ensure there no
unwanted passengers or an animal or pet
hiding.
Instrumentation These are the car gauges in particular the oil
gauge to ensure the oil level is sufficient for
proper lubrication of the vehicle, the coolant to
avoid overheating and the brake fluid. This is
to verify if you should top up the liquids.
Seat belts Check to see if your seat belts are functional as

Your role as a driving instructor
12
in case of an accident, they could be a life
saver. Prevention, (2014).
Wipers Check that the wipers are working correctly for
better vision in rainy weather and also cleaning
the windscreen. Chien, Unipoint (2013).
What vehicle documentation needs to be filled following vehicle inspection?
Vehicle roadworthy certificate.
What would you do if there was a vehicle identified with the problem?
If the problem is not technical, I would fix it. If the problem is technical and requires the services
of a professional mechanic, then I would report to the manager and stall from using the vehicle to
avoid any hazards.
How would you commence your first lesson with a learner driver?
I would first of all educate the learner on the names of the various vehicle parts they will use
while driving while they are seated on the driver’s seat. This will also incorporate information of
what each part does.
What would you cover off in an induction (orientation) in the vehicle?
In the induction process of the vehicle to the student, I would cover off the mechanical issues of
the vehicle and how to drive it ignoring issues such as changing gears.
What are the safety issues that could arise before, during and after a lesson? Who could be
affected?
1. Before a lesson
- The vehicle may not be safe to drive as it may have some mechanical problems. The person
affected the instructor as they will have to report the matter and look for an alternative work
place.
- The student may not be keen to listen to instructors prior to the lesson. The student will be
affected as they will not be allowed to proceed with lesson.
2. During the lesson
- The vehicle may have mechanical damage which could cause an accident. Road users and the
occupants of the driving lesson vehicle will be affected.

Your role as a driving instructor
13
- Student may panic or be reckless during the vehicle thus affecting other road users.
3. After lesson
- After the lesson, the vehicle may develop technical and mechanical issues which the
instructor will have to explain.
- The student may report an unprofessional conduct by the instructor who will be affected by
this.
What behaviors are the major contributors to high risk driving and crashes?
1. Speeding
2. Driving while under the influence of alcohol and/or drugs
3. Careless overtaking
4. Ignorance of road signs and other road users
5. Reduced vigilance; this is caused by distraction, sleepiness, fatigue and general
inattention.
What low risk behaviors would you explain/demonstrate?
1. Before driving, always ensure you diagnose your car for any problems and ensure it is
always in top conditions.
2. Always hold the steering wheel with both hands each being opposite of each other for
better control and handling of the vehicle.
3. Always use your indicator correctly when turning.
4. Keep a safe distance with the vehicle ahead of you.
5. Always be on the lookout for road signs.
6. Always be sober when driving, and ensure that you are in a good mental and health
condition.
7. Always anticipate what other road users may do and have counter measures to their
actions. This is defensive driving.
Activity 2.5 – time management and professional development
What might be a 5 year goal?
By the end of five years, I would wish to gain vast experience in the driver’s instructor job thus
growing professionally. As a result, I would wish my employer recognizes my effort, skills and

Your role as a driving instructor
14
hard work and thus be promoted by merit to a senior position such as a supervisor or manager.
Also, I am aiming to become an authorized examiner after additional training.
Goal for this month?
Ensure that all the students I train pass their driving test thus producing excellent drivers on the
roads.
Goal for today?
Follow up on each student progress in a bid to help them improve.
Activity 2.6 – hypotheticals
Scenario one
Where would you go for advice?
I would go to my immediate supervisor or if they are not available, I would go to the manager for
help.
Do you know how to seek additional training or additional certification as a motor driving
instructor? Who is the best person in your organization or industry to consult?
Additional certification involves contacting a registered training organization for the following:
-providing your Certificate IV in Transport and Logistics, Road Transport
- You should also provide five names of drivers whom you trained and supervised through their
vehicle-on-road test and helped them gain their provisional license.
- After this, you must pass a theoretical road test on Australian road rules using a manual
transmission vehicle. If successful, you send a letter of on your suitability for the following two
courses:
1. Competence assessment
2. Plan assessment process and activities
In case of any clarification, the person to consult in the industry is an officer from the
Department of Planning Transport and Infrastructure. You may also consult the manager of your
organization.

Your role as a driving instructor
15
How do you respond from either your supervisor or from your colleague?
The response should be official and documented for future references in case clarification arise.
If you work alone, how do you assess the competency of your performance as a motor
driving instructor?
I would look at the rate of progress of progress of my student’s progress and success. Also, at the
end of each examination, I would provide students with a performance appraisal form where I
would also get feedback on my performance from their perspective. Also, I can also ask an
officer from the Department of Planning Transport and Infrastructure to assess my performance.
Scenario two
How would you respond? Would you need to inform anyone?
I would tell the student that part of the, orientation, pre-operational safety check and stopping to
get feedback and preparing them for the next lesson is part of the driving class. However, I
would inform my supervisor on the case.
What forms of communication and record keeping would you use?
I would use written communication whereby the involved parties sign and each is left with a
copy. For record keeping, I would file the original document for future reference.
After the complaint has been made what could you do?
I would consult my supervisor and report both via verbal and written communication on the
student’s attitude, progress and any difficulties encountered during the lesson. Also, I would
have the student fill a complaint form which I would forward to the supervisor for assessment
and resolution.
How might this incident have been prevented?
The incident could have been prevented by enlightening the student what is expected in their first
lesson and the minutes they are expected to drive themselves in the same lesson.
Scenario three
I put would into consideration the environmental risk involved (the adverse weather condition)
and also consider that the student is an amateur who is an old woman and on her first time
behind the wheel. Given this considerations, I would opt to postpone the lesson till when the
weather is a bit favorable.

Your role as a driving instructor
16
Activity 2.7 – recording and reporting
If you had an accident, who would you report it to?
I would report the accident to manager, supervisor, Health and Safety Representative (HSR) or to
the Health and Safety Committee and also to the police.
Incident/accident report form
Date of incident/ accident – Monday 30th May 2016
Time of incident/accident – 1:30pm
Location of incident/accident – Crown Terrace
Was permission given to perform first aid – Yes
Casualty information
Driver’s instructor to complete this information as it pertains to them
Nature of injury
-Wounds or serious lacerations
-Neck soreness
Mechanism of injury
-hitting object with part of the body
Agency of injury
Other: passenger’s side pillar of vehicle
First aid treatment
First aid
Was resuscitation carried out? No
Was patient conscious? Yes

Your role as a driving instructor
17
Were emergency services called? Yes. If yes give their involvement: Stitching up of open
wound and diagnosis of head injury to check for any internal bleeding. Neck was put in a neck
plaster cast. Transfer to hospital for specialized treatment.
First aider details
Details of the driver’s instructor who performed first aid on himself.
Witness details
Witness one name: Muhammad Riswan
Address: GPO Box 1620, Adelaide, SA 5001
Phone number: [phone]
Mobile: [phone]
Witness two name: driver of red Holden commodore
Address: GPO Box 2489, Adelaide, SA 5001
Phone number: [phone]
Mobile: [phone]
Casualty acknowledgment
To be filled by the driver’s instructor (student)
Activity 2.8 – communication with the organization

Your role as a driving instructor
18
At the top is the management which consists of the Human resource manager and the managing
director. The human resource manager is responsible for hiring of staff including supporting
staff, promotion of the staff and any issues regarding remuneration. On the other hand, the
managing director is responsible for the overall operations of the driving school.
The supervisor acts as the link between the driver’s instructors and the manager. The supervisor
is responsible for supervising the driver’s instructors and resolves any issues that may arise from
the driver’s instructors. In case the issues are serious the supervisors channel the same to the
director manager for further assistance.
Health and safety representative are choose from among the staff via a popular vote. They are
responsible for risk management as reported by the driver’s instructors with regards to their work
places (vehicles). The health and safety representatives report to the managing director in case of
any problems and also report on risk level and any hazard policies violated.
Management
Supervisor Health and safety
representative
Driver’s instructors

Your role as a driving instructor
19
At the bottom are the driver’s instructors who are in direct contact with the student as they are
their trainers. The driver instructors are responsible for writing reports on student progress and
forwarding them to the supervisor for assessment. Also, they are responsible for inspection of the
work place (vehicles) to ascertain their roadworthiness. In case of any problem pertaining to
work place risk or hazardous incident or accident occurs, the driver supervisors report the same
to either the supervisor or the health and safety representative and if none is reachable or the
problem has not been resolve, only then can they report the same directly to the managing
director.
Activity 3.1 – reflective journal
List the common crashes that occur?
1. Turning at intersection crashes
2. Rear – end crashes
3. Head on collision
4. Crashing on reverse
5. Crashes when diverting or when merging and also when changing lanes
6. Single vehicle crashes such as hitting a stationary object, when a vehicle rolls over or
running off the road
Explain the system of vehicle control and give an example
System of vehicle control is a method of driving which is cautious and leaves nothing to chance
in approaching and avoiding a hazard. It incorporates the Roadcraft system of control based on
right speed, right time, right gear and right place. The system has five features as follows:
1. Information
This involves collecting information by looking at the movement and position of pedestrians and
vehicles and also looking at traffic signs. Looking at pedestrian and vehicle movement involves
what can be seen such as; a pedestrian flagging a taxi or walking by the road side or parked
vehicles or a car shoot the road from a roadside garage. Vehicle mirrors are also quite crucial at
gathering this information. The information collected can be used to avert anticipated hazards
and also have a contingency plan to avoid unexpected hazards such as sudden stop by a vehicle.
2. Position

Your role as a driving instructor
20
This is being in a position that enables you to pass hazards smoothly and safely. For example,
when approaching a sharp bend, you should be in a position that maximizes your view of the
road ahead putting into consideration vehicles which are following and incoming and also any
nearby hazards.
3. Speed
While negotiating a hazard, you should loose speed smoothly either by braking or deceleration
by slowly releasing pressure on the accelerator pedal.
4. Gear
While obtaining the right speed for negotiating a hazard, be sure to change gear appropriately to
avoid overlapping.
5. Acceleration
After negotiating a hazard, ensure that accelerate way from the hazard after taking account of
your speed and the movement and position of other road users by accelerating smoothly.
Why are good observational skills essential?
Good observational skills are essential as the driver is aware of his environment and thus is able
to avoid a potential crash, incident or accident.
What is meant by crash avoidance space (CAS) and how is it created or maintained?
CAS is the space left between two vehicles so as avoid or reduce a hazard from occurring. This
space should always be maintained and created but is requires a lot of skills and awareness. Also,
the driver must always be aware of their surrounding environment so as to enable them to make
adjustments to their position and speed thus maintaining a safe distance between obstacles or
vehicles in the front and on the sides. For a driver to maintain, create and protect the CAS, they
must do the following:
1. A three second gap should always be created between the vehicle that is in front and in
case of adverse conditions; the gap should increase to 4 to 8 seconds depending on the
situation. Tran, Bark, and Ng-Thow-Hing, (2013).
2. When stopping behind a vehicle, the driver should always ensure that they are in a
position that will enable them to steer around the vehicle that is in front of them. In this

Your role as a driving instructor
21
position, the driver should always be able to see where the front vehicle’s rear tyres touch
the road.
3. The speed selected while driving should always be within the legal limit and should also
be appropriate to the traffic and road conditions.
4. Sufficient space to the side should always be maintained between your vehicle and other
parked vehicles and also road side risks.
5. Select a lane in compliance with road law and the prevailing traffic situation, and which
is the most appropriate one for the vehicle being driven, to ensure safe turns.
6. Drivers should always ensure that they adjust their speed in a manner that will enable
them to regain CAS in case traffic, road conditions or speed limits change. (e.g. when
your vehicle is in another vehicle’s blind spot or when other vehicles cut in).
7. If the driver anticipates stopping, then they must reduce the vehicles speed.
8. Slow moving and stationary vehicles should always be approached with a lot of caution.
9. Efficiently maintain forward progress by selecting suitable speeds, lanes, and lane
positions in relation to forward and adjacent traffic.
10. After every 4 to 8 seconds, drivers should monitor their rear view and side mirrors.
What would you consider to be the safe minimum following distance?
The minimum safe following distance is 3 to 4 seconds behind the vehicle in front of you but it
may longer in extreme conditions such as wet road and misty weather.
In the above example, how could CAS be compromised? Give some examples or other
things that could threaten CAS.
CAS could be compromised since it is a blind spot to the vehicle in front and also incoming
vehicles. Other things that could threaten CAS include:
1. Adverse weather conditions such as mist which reduces visibility
2. Adverse road conditions such as slippery road which reduce braking distance.
3. Slow moving or stationary vehicles on the road.
4. Objects or vehicles blocking the line of sight at intersections thus limiting vision.

Your role as a driving instructor
22
In the previous diagram the vehicle enters the traffic stream with a 3 second gap. Is this
enough? Why or why not?
This is enough. The approaching driver should always practice keen observation so as to be on
the lookout for potential hazards and a 3 second gap will aid the incoming driver to avert a
potential crash.
Why is vehicle positioning so important?
Vehicle positioning is important as it gives the driver the best visibility and also aids other road
users of his intention.
Explain the terms “setting up” and what would be the advantage of “setting up” in the
diagram below?
Setting is stopping your vehicle before entering an intersection. Oncoming drivers are able to
know your intention and you are also able to calculate the speed of oncoming vehicles.
What other strategies/behaviors can be used to reduce road crash?
1. Driver education – drivers should be adequately equipped with road safety tips to avert any
hazard.
2. Practicing eco driving
3. Stiffer penalties for traffic offenders to steer possible offenders from doing the same.
4. Having the right attitude while on the road
5. Improve the methods used in enforcing road safety rules.
6. Utilization of on road and in vehicle technologies to improve road safety
7. Remedial treatment for targeting high collision road sites(black spots)
Describe the importance of attitude in complying with road rules in order to reduce the
level of risks?
A driver’s attitude is very important and also a determinant in road safety. A bad attitude is likely
to cause an accident or crash. For example, if a driver’s attitude is positive, then they are inclined
to know that speeding is a risk and thus they will be obliged to slow down. Therefore, to reduce
the level of risk, attitude is very crucial. Mirzaei, et al (2014).

Your role as a driving instructor
23
Describe the range of people and how they are affected when a crash occurs? How is
society affected?
1. Passengers in the vehicle – a crash may cause physical injury to the passengers which may
either be permanent or temporary. Regardless of physical injury or not, the passengers are
sure to suffer from trauma and other psychological effects.
2. Family and social network – people who are involved in an accident have family or a friend
or both. Once they are involved in an accident family members may be affected if they were
the care givers and also both friends and family suffer from psychological problems
especially if the accident was fatal.
3. Road users – road accident often lead to traffic jams and hold ups to other road users thus
causing the country economic backlash in terms of millions.
What human factors negatively influence low-risk driving ad reaction times?
- Driving while under the influence of alcohol
- Lack of concentration due to factors such as fatigue and sleepiness
- Over speeding
- Having a bad attitude on road safety rules
Describe the corrective action that should be taken after a crash occurs?
In case an accident occurs, the safety of the parties concerned is paramount. The first step is to
call emergency services; police and ambulance. After that, first aid should be administered to the
parties involved as it goes a long to save their lives before emergency medical services arrive.
After first aid is administered, the crash scene should be managed and secured to keep evidence
as it will be used for investigation by the authorities to determine the cause of the accident and
also for insurance purposes. This will include taking photos of the crash scene. Writing a report
by all parties will follow as it will be critical in the investigation.
Activity 3.4 – low risk driving scenarios
Scenario one
1. Possible hazards and risks
- Since the driver is driving on the kerb lane, there is a possibility of collision with cyclists as
the lane is next to the cycling lane.
- Driver is closely following the truck which may brake suddenly.

Your role as a driving instructor
24
- The truck may also obstruct the driver as it will block the driver’s view thus the driver will
have a poor view of the surrounding environment and scenarios.
2. How are they managed
- The driver chose not answer a call when driving which is a low risk driving skill.
3. How could they be better managed?
- Driver should not follow the truck closely and should keep a distance of about 3 seconds at
minimum.
- Driver should not drive closely to the cycling lane.
Scenario two
1. Possible hazards and risks
- The road may be slippery as it was recently watered and is also a gravel road
- There may be poor visibility as sunset is approaching.
- The vehicle is being driven by a learner
- The driver is travelling on an unfamiliar road
- There is a vehicle following from behind which seems to looking for an opportunity to
overtake.
- Oncoming vehicle may cause a risk
2. How are they being managed
- The driver is keeping a 3 second distance between himself and the vehicle in front.
- The driver has a good attitude as he is relaxed and patient.
3. How could they be better managed
- Driver should turn on headlight for better visibility
- The driver should use his mirrors to constantly monitor the vehicle that is behind.
Scenario three
1. Possible hazards and risks
- Intersections vision block outs.
- The driver has a bad attitude as he feels he is on “automatic pilot”.
- There is an approaching vehicle which is signaling right.
2. How are they being managed
- Driver is driving at 60 km/hr and also maintaining legal speed for the school zone.

Your role as a driving instructor
25
3. How could they be better managed
- Driver should be more alert and ignore the fact that he is familiar with the road.
- Driver should be cautious of oncoming vehicle and should not feel he has the right of
passage.
Scenario four
1. Possible hazards and risks
- There is poor visibility as it is night time
- The road is slippery as it is raining
- Driver is not using indicator when turning
- There is distraction from the passenger as they are often chatting
- Other drivers are driving at a speed above the recommended 70 km/hr limit.
2. How are they managed
- Driver is choosing to take a gap when is larger
- Driver is aware that the road is slippery.
3. How could they be better managed
- Using indicators while turning
- Desist from taking to the passenger while driving as they are an obstruction
Activity 3.5 – eco driving
How does eco driving reduce crash risk?
1. It discouraged tailgating
2. It discourages over speeding as it consumes more fuel
3. It advocates for drivers to maintain of space between them and the vehicles that are in front.
What vehicle records are updated and maintained as a motor driving instructor?
1. Service schedule of the vehicle
2. Oil change date
3. Date of vehicle inspection
What can you do every time you drive which will always reduce your fuel consumption?
1. Avoiding unnecessary acceleration and over-revving
2. turn engine off when you stop for lengthy periods

Your role as a driving instructor
26
3. do not speed rather maintain lower but steady speed
4. if there is traffic, stay back and go with the traffic flow
5. avoid tailgating
How does air conditioning affect your fuel’s vehicle consumption?
For air conditioning in a vehicle to work, it uses fuel. Due to the extra load on the engine, air
conditioning increases fuel consumption by 20%.
What can you do after you start your engine to be more fuel-efficient?
There is no need to warm the engine unless the weather is cold.
What simple action dramatically reduces drag and boosts your vehicle fuel efficiency?
Lowering the coefficient of drag of the car by keeping the windows closed
Which, typically is the most efficient speed you can travel?
80 km/hr
What can you do before a journey to make your trip more fuel efficient?
1. Remove all unnecessary weight from the vehicle.
2. Check the tyre pressure
3. Avoid roof racks and roof boxes
4. Check fluid and oil level
What would you check regularly to ensure better fuel economy?
Your air conditioning system
What can you do in heavy traffic if your vehicle has stopped and is not moving for some time?
Turn the engine off.
Activity 4.1 – driver scenarios
Learner driver 1 – Jack
What learner characteristics, learning styles and needs can you identify in the scenario?
1. Jack has a bad driving attitude
2. Does not maintain the CAS
3. His system of vehicle control is weak

Your role as a driving instructor
27
4. He is not fully medically fit to drive.
What knowledge or skills might the learner already have? How would you check?
1. Obeying traffic signs – taking him through roads with traffic signs and lights.
2. Vehicle braking – asking him to stop and see if he is able to estimate his stopping
distance.
3. Checking if the vehicle is road worthy before driving. Asking them to inspect the vehicle
before test drive.
List the possible learning outcomes, suitable activities and training resources for a program
with jack?
1. Systems of vehicle control – driving through heavy traffic to enable him practice using
mirrors and also maintain CAS.
2. Vehicle positioning – taking him through intersection, roundabouts and crossroads to
improve his vehicle positioning.
3. Teaching him low risk driving – taking him on a dual-carriage and teaching him grow to
change lanes and when to overtake.
What additional information would you need from jack? How would you get this
information?
if Jack has fully recovered from the trauma caused by the accident he experienced to be back on
the road as a driver. I would need a written recommendation from his psychologist.
What problems might you encounter with his training? Who could you seek assistance from or source
training resources from?
Turning and indicating while on the road due to his lack of grip on his right hand. See a
physician to see if there is anything that can be done to improve his grip.
What are the steps involved with jack getting his license and passing the driving
assessment? If jack want to check other details himself, where would you refer him?
1. Complete at least 75 hours of supervised driving (including 15 at night);
2. Pass the Hazard Perception Test.
3. Book VORT with a motor driving instructor who has a VORT license. The instructor
who provides your VORT must not have participated in your training.

Your role as a driving instructor
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If he wants to check details for himself, I would refer him to Department of Planning, Transport
and Infrastructure.
Would you recommend Jack to have a Vehicle on Road Test (VORT) or competency based
training and Assessment (CBT&A)? Why?
I would recommend for VORT. Jack was previously a licensed driver thus I would recommend
VORT as to test his knowledge and skills as a safe and competent driver in a 45 minute test
drive.
Once you have drafted the learning program, why is it important to discuss it with the
learner?
To ensure that the learner understand the program and provide clarification where necessary.
Learner is also able to clarify if they are available for the given period.
Activity 4.2 – instruction knowledge and skills
What should be covered off in the first lesson?
Teaching her the vehicle parts and what they do.
How would ensure that training is conducted in a safe, accessible environment?
Her first lessons would be in a residential neighborhood where there is no traffic or is quite
minimal.
Motor driving instructors need to have excellent interpersonal skills. What are they?
-Problem solving -organization skills
-Communication -coaching skills
-Leadership - resilience
-Mentoring - presentation skills
What does a motor driving instructor need to communicate clearly with a learner?
He need to communicate clearly what he expects from the learner and the learner should always
follow his instructions.

Your role as a driving instructor
29
When discussing the training plan with the learner how would you respond if they
suggested a different approach?
I would first listen to what he has to say. If I find the suggestion as being invalid, then I would
explain to the student and explain to them why I came up with the training and how it would
benefit them to be an excellent driver.
How would you explain to the learner the “system of vehicle control” and Low risk driving for
the following.
CAS – I would tell the learner for low risk driving in this scenario, the learner should always
keep a 3 second between himself and the vehicle in front of him.
Keeping distance from packed cars – this is system of vehicle control and driver should always
use their mirror to look at parked vehicles.
Observation techniques including taking into account blind spots – they should ensure that
their vehicle position allows them to have a good view of the incoming vehicles and also the
vehicles that are behind.
Stopping distances – stopping distance should be evaluated with regards to the speed the vehicle
is moving at so as to know where it will stop.
Road rules – for road safety, it is mandatory that drivers obey all road rules which includes
traffic signs and lights.
Using the driver route you selected for Ghjimka explain how you would give directions in
her driving lesson and record several instructions you would provide if she was driving the
planned route in a lesson.
Drive straight ahead for 100 meters and then in the intersection, take a right turn. Drive on at the
legal speed of 30 km/hr and remember to keep your CAS, take the roundabout and turn left.
After the light at the cross road, drive straight till you reach the residential estate where you will
take a hard right turn.
Referring back to scenario one, jack the learner driver is overconfident and braking at the
last moment before intersections
a) What feedback would you give him? I would remind him he is a learner and should
follow my instructions and mind his stopping distance as instructed. I would also remind
him the stopping distance is a low-risk driving technique that is quite efficient. I would

Your role as a driving instructor
30
also remind him that he has already has his license revoked once and causing an accident
would mean his license may be revoked permanently thus he should embrace low risk
driving.
b) How would you build rapport and motivate him? I would tell him he is a good driver
but also tell him politely that in order to pass the test, despite his excellent driving skill
set, following instructions is also a crucial pass to pass.
c) Suggest a session or follow-up activity for Jack to improve on this area? I would
suggest a road with many intersection and also sharp corners.
Ghjimka from scenario 2, is approaching intersections slowly and obstructing traffic due to
her excessive caution.
d) What feedback would you give her? I would tell her that she is moving too slowly
though it safeguards her road safety and should check her rear view mirror to see how she
is obstructing traffic. Also, I would tell her that traffic obstruction is illegal in some
areas..
e) How would you build rapport and motivate him. Tell her that she is an excellent
driver and need to have more confidence and increase her speed to the recommended
speed.
f) Suggest a session or follow-up activity for Jack to improve on this area? I would
suggest a road with many intersections in an urban or town setting.
Jack from scenario 1 begins to talk throughout the session, he doesn’t hear your
instructions, laughs at his mistakes and pulls over to take a mobile call while the session is
still on.
a) What might cause these attitude problems?
The cause of these problems might be over-confidence
b) What might you do to address them?
I would remind him of the implication of not following driver’s instruction. I would tell him
specifically that he would not pass his driving tests if he doesn’t obey my instructions and road
rules.

Your role as a driving instructor
31
Ghjimka from scenario 2 stops being friendly at the beginning and end of the sessions. She
looks straight ahead while the vehicle is stationary and you are offering advice and
instruction. She has stopped making any eye contact and has stooped asking questions all
together.
a) What does her body language indicate? She has low self-esteem or is under confident.
b) What might have caused this? She is a slow learner and extra cautious in her driving
due to low confidence.
c) What might you do to address it? Tell her that her driving is excellent and all that she
needs to do is just increase a bit of speed and she will be fine.
Both jack and Ghjimka will need to practice in their personal time. How will you advice
and monitor what they practice and their progression?
1. Ask them to complete their assignment and tasks on their own while I am observing.
2. Ask questions to evaluate their progression
3. Ask them to complete feedback sheets
Activity 5.1 – managing learner expectations and needs
How would respond to Mr. Loule?
I would tell him that in order for his daughter to obtain a driving test, she must attend driving
lessons which I will supervise in order to determine that she is indeed a competent driver. I
would tell him that she also needs to undertake a written exam so as to evaluate if she
understands the theory of driving.
Describe how you would ensure that the quality of your work and training meets these
standards if you were working for a registered training organization?
I would ensure that I follow the organization rules and regulations to the dot thus assuring the
standards are met.
As a motor driver instructor, what documentation needs to be completed?
1. Employment contract
2. Student progress report.
3. Vehicle assessment report
4. Documents relating to business income and expenses such as receipts and invoices.

Your role as a driving instructor
32
How do you review the training program and your performance as a trainer?
1. Evaluate the training needs and compare them to the objectives of the training program
will help you in evaluating the training program
2. Ask students and employers to fill out a performance appraisal form
3. Evaluate the success rate of your students, that is, the number of students who have
passed the driving course and those that have failed.
Who needs to maintain learners records and for how long?
The driving school is supposed to maintain the leaner’s records for an indefinite period of time.
Complete the report below that would reflect the assessment of Jessica’s driving
competency.
Vehicle operation and control
1. Cabinet drill
Cleanliness [Y]
Seating position [Y]
Mirrors [Y]
Seat belt [Y]
Controls [Y]
Competent
2. Start, move off, shut down and secure
Start engine [Y]
Instruments and gauges [Y]
Move off [Y]
Return to kerb [Y]
Shut sown engine [Y]

Your role as a driving instructor
33
Secure vehicle [Y]
Competent
3. Manages steering
Smooth directional changes [] [Y] []
Hand position and grip [Y] [] []
Straight line driving [] [Y] []
Curves and bends [] [Y] []
Intersections [] [Y] []
Kerb clearance B
Not competent
4. Manages brakes
Smooth and efficient application [] [] [Y]
Stopping point accuracy [] [] [Y]
Competent
5. Manages accelerator
Smooth and efficient [] [] [Y]
Competent
Low risk driving behavior
6. Create and maintain crash
Avoidance space
Following distance (moving) [] [Y] []

Your role as a driving instructor
34
Following distance (stationary) [] [Y] []
Speed selection [] [Y] []
Lane selection [] [] [Y]
Competent
Protect crash avoidance space (self and other)
Speed control [] [Y] []
Gap selection [] [Y] []
Maintain traffic slow [] [Y] []
Observation road and traffic environment [] [Y] []
Responds to risks/hazards [] [Y] []
Not competent
Road rules and direction
Obeys rules [Y]
Follows assessors instructions [Y]
Comments: The student is not keen in following the assessor’s instructions. The student is not
also able inspect the car to verify if it legal to drive. Student also has high risk driving behaviors
thus I deem the student incompetent and she needs more classes.
Complete the report below that would reflect the assessment of Jessica’s driving
competency.
How do you respond to Mr. Louie’s belief that his daughter only needs minimal driving
instruction, given the need for a motor driving instructor to meet his customer’s
expectations, yet ensure safe driving attitudes?
I would share my report on the details of his daughter’s competency. I would advocate that she
takes all the driving lessons from start so as to turn her into a competent driver.

Your role as a driving instructor
35
Read the table below and select the appropriate response, either agree or disagree in the
column
Agree Disagree Behavior
Agree Before the lesson you demonstrate an aspect of driving that you
her to focus on
Agree You put Jessica on the shoulder and say “you’re doing really
well”
Disagree You always greet Jessica with a hug and put her at ease, and so
she knows you are not too strict or serious.
Disagree After each instruction you complete you say, Well done.”
Regardless of whether she does well or not. After all you need to
encourage your learner drivers.
Agree After each instruction is completed, you give feedback on how it
was completed before she begins the next maneuver
Disagree To put Jessica at ease before the lesson you ask her how her
school studies are going.
Disagree To put Jessica at ease before a lesson you suggest a cup of coffee
after the lesson.
Agree To assist Jessica during the lesson you give direction moments
before she has to turn left or right so she doesn’t think too much
or panic.
Disagree To assist Jessica before the lesson you demonstrate how she
should sit in the driver’s seat. She stands outside the vehicle and
observes you.
Disagree To assist Jessica before the lesson you demonstrate how she
should sit on the driver’s seat by physically moving her wrist,
arms, neck and face into the correct position.
Disagree After Jessica follows each of your instructions you say nothing
so you don’t distract her.
Disagree After each lesson you never say “goodbye” or “well done” to
Jessica as you don’t want to give her the wrong impression about

Your role as a driving instructor
36
your friendliness.
Agree Professional motor driving instructor should never engage in
small talk or discuss sports results or other trivial matters as this
gives the learner driver the wrong idea.
Disagree Professional motor driving instructors need to discuss
boyfriends/girlfriends or other personal matters so that they can
develop rapport and find out what motivates their learner drivers.
Agree Professional motor driving instructors should be friendly
Disagree You should never discuss complaints processes with learner
drivers as this is not the role of a motor driving instructor. It is
up to learner drivers to read road user handbooks and other
government materials to discover complaints processes.
A man approaches you to give him lessons. He is deaf. Where would you go for advice or
assistance with driver training? Don’t forget to use internet to search for resources, think
about colleagues as well as government agencies.
Deaf people are not allowed to drive in South Australia as they are considered medically unfit to
drive. I would consult the Department of Planning, Transport and Infrastructure to ascertain the
situation, clarification and further guidance. Marino, et al (2013).
Activity 5.2 considering culture
Scenario one
The code of conduct of driver’s instructors indicates that confidentiality is mandatory. Going by
this, I would not reveal any information about Fauzia to Shamila. I would also notify Shamila of
the code of conduct on confidentiality as the reason of not talking about Fauzia progress. I would
use very simple English with Fauzia while speaking slowly and clearly. After each
communication I would for clarification from Fauzia if she has understood. I would also be
specific thus avoiding too much wording and also define all the basic and common driving
language that I will use frequently. Being a Muslim, cultural misunderstanding might be a
problem, thus the reason she is shy and doesn’t ask questions even when she is unsure about an

Your role as a driving instructor
37
issue. I would contact her parents, next of kin and if they are not available I would seek help
from Shamila on the same.
Scenario two
What ethical work practices did the motor driving instructor breach?
1. Respect for other
The driver’s instructor broke this code in that he criticized a certain ethnic group on how fast
they drive. On the other hand, he also shouted at the trainee. He also broke this ethical work
practice as he was smoking inside the car.
What code of practice or anti-discrimination or equal opportunity legislation might have
been breached?
The driver’s instructor breached the Racial Vilification Act 1996. He breached the legislation
when he criticized a certain ethnic group on how fast they drive.
The driver’s instructor also broke the Tobacco Products Regulation Act 1997. This is because he
was smoking in his work place which in this case is the vehicle.
Do you have any obligation to act?
Yes, as an employee in the same company I’m obliged to act.
What might you do or who might you talk about this?
I would approach the driver’s instructor privately and politely talk to him about the issue and ask
him to apologize to the student. If after talking to him his attitude does not change or refuses to
acknowledge their mistake, I would notify the supervisor about the matter. I would also talk to
the student concerned and console them if the driver’s instructor refuses to apologize.

Your role as a driving instructor
38
Activity 5.3 – maintaining business records
List the records you require as a motor driving instructor and comment as to why the
records are kept. Include the records that need to be kept before, during and after a
driving lesson and/or license test and the recording keeping requirements for your vehicle
in which you conduct driving lessons?
What records do you
keep as a motor
driver’s instructor?
Why do you keep
those records?
How do you keep or
store those records?
How long are they
stored for?
Emails 1. For clarification
purposes - The
company usually
communicates
issues pertaining
to the business
such as change in
policies or other
crucial matters to
the employees via
email.
2. For business –
records of
discussion with
clients, prices
quoted for various
services and the
different services
offered are made
via email.
Emails are printed and
file for safe keeping in
the locked file
cabinet.
24 months for
business records and
indefinitely for
documents for
clarification as they
are not to be disposed.
Invoices In the dispensation of
duties, the driver’s
instructor may need
The invoices are
stored in a file in the
6 months

Your role as a driving instructor
39
some equipment or
tools which are not
available for example
when a vehicle breaks
down on the road and
you call a mechanic or
towing service. The
seller/provider will
offer them an invoice
agreed prices,
quantiles and products
supplied and also
services offered. The
invoice is proof of
goods or services
ordered. The
documents are used
for the purposes of
making payments.
locked file cabinet.
Receipts In case the driver’s
instructor meets
business expense with
his personal cash, then
a receipt is proof of
the same. The receipt
is used to claim
reimbursement of
personal cash from
the employer. Also, in
case the company
gives the instructors
Filed and stored in
locked file cabinet
1 month

Your role as a driving instructor
40
petty cash, this will be
used as proof for the
same. Receipts will
also include payment
by clients for payment
which is over $75 as
per the Australian
consumer law.
Records of complaints
and the action taken
for the same.
They will be used to
evaluate the
performance of a
driver’s instructor by
the employer. Also, if
there are records of
many similar
problems, the
employer is also able
to troubleshoot the
cause of the
complaints and use
this to rectify and
avoid such problems
in future.
The records filed and
stored in the locked
file cabinet.
The time period is
indefinite as the files
are not to be disposed.
Learner records Retrieval of learner
information if they are
required when the
learner has already
graduated but causes
an accident. They may
be required by a court
or insurance
The records filed and
stored in the locked
file cabinet.
The time period is
indefinite as the files
are not to be disposed.

Your role as a driving instructor
41
company. The records
contain details of the
learners’ progress in
training and if they
are qualified drivers.
Driver instruction
paper work.
For the business. This
will be used for
clarification in case
there are any
controversies arising
due to the actions of
the driver’s
instructors.
The records are filed
and stored in the
locked file cabinet.
3 months
Vehicle
documentation log
book, insurance and
registration.
These are legal
documents and the
law may require you
to produce them if
deemed necessary.
The documents are
filed and stored in the
locked file cabinet.
1. The time period is
indefinite as the
files are not to be
disposed unless
the vehicle is
totaled beyond
repair.
2. Insurance
document are kept
until their
expiration which
is normally one
year as per the
company
insurance
contract.
Employment contract This will be used in
case either the
The documents are
filed and stored in the
The time period is
indefinite as the files

Your role as a driving instructor
42
employer or the
driver’s instructors
breaches the terms
and conditions
stipulated in the
contract.
locked file cabinet. are not to be disposed.
Records files and documentation must be sorted and filled in accordance to work place
procedure. How do you ensure that only authorized personnel can identify and retrieve
secured documents?
A file cabinet has different compartments that can be locked. Each compartment had different
files depending on the sensitivity of the files. To ensure only authorized staff access secured
documents, each staff member has keys only for the compartments that security level clearance
allows them to access. Thus for secured documents, only personnel with the security level
clearance can access the cabinet compartment as only they have keys to such compartments.
Demonstrate to your accessor that you can accurately identify and record control
information for new records. How do you update control information to reflect movement
or use of records? How do you remove records of completed business for disposal?
This will include recording al the new documents and also changes to existing records. To check
on movement or use of records, store keeper where the documents are kept should record anyone
who accesses the files and which file they access. The documents in each compartment will be
filed in different files according to the duration they are to be stored for. Files that contain
documents whose time period has elapsed are retrieved physically and destroyed by burning.
At times you need to produce reports. What do you need to know to produce as requested
report? Show your assessor a report that you have produced that is in accordance with
organizations security and access procedures?
A report is a written account of something that has occurred or that one has observed. In order to
produce a report, you will need to have details of what the report will be based upon.
Report on organizations security and access procedures:
All files are stored in locked cabinets which are in a storeroom within the office. The storeroom
is maintained and guarded by a storekeeper who records anyone who accesses the files and the

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43
file they access. Also, he records any new records filed and who has filed them. The trustee also
ensures that all the file cabinets are locked so that no unauthorized personnel can access file that
are beyond their clearance level. For every document that is accessed, the trustee records details
of the person who accessed the file, the file that they accessed and the time stamp.
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