Transport Protocol. Travel Insurance. Organisation of Transport

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1 Transport Protocol A Duty of Care exists for all institutions that are sending their learners to other providers and care must be taken to ensure compliance with procedures contained in Darlington s Guidance for Off-Site Visits. Further information can be obtained from John Steel on , john.steel@darlington.gov.uk. Travel Insurance It is in the interest of learners, parents/carers and staff that institutions provide the appropriate information on travel arrangements, check the insurance position and obtain the appropriate consent from parents / carers for such travel. Staff transporting learners in their cars must be sure that they carry appropriate car insurance for such journeys. Travel to and from the school at the start and end of the school day is the responsibility of the parent /carer and relies upon the public liability of the carrier (taxi, coach or bus company). Where learners use transport provided by the Local Authority, the company s public liability insurance will cover those journeys. For journeys at times other than the start or end of school days, providers will need to ensure that the company has appropriate public liability insurance. For all enquiries re insurance, please contact George Cornforth on , george.cornforth@darlington.gov.uk. Organisation of Transport All travel arrangements require approval by the Headteacher/ Principal or other nominated person. Partnerships need to clarify who is organising transport i.e. school or other provider and ensure that: there is a named person with responsibility for the transport arrangements; there is due cognisance of travel times; there is clarity regarding payment (where applicable); in the event that learners will arrive home later than on a normal school day, that parents/carers been informed of the time of return; all parties have been informed of what the arrangements are to be in the case of travel problems to and from a provider, i.e. who is responsible for contacting parents/carers, who is responsible for ensuring that learners get home safely and that learners been briefed about: expected behaviour during travel; health and safety. i.e. seatbelts, safe methods of alighting, not leaving seat until vehicle has stopped etc; what to do in the case of an accident; What to do in the case of bad weather. Bad behaviour will be dealt with under the normal disciplinary procedures of the host school. Version Final 1

2 Safeguarding The Institution providing the transport must ensure that: CRB checks are in place for drivers / supervisors; risk assessments have been completed by for transport and travel; any necessary permits have been obtained; parental/carer permission has been obtained; headteacher/principal permission has been obtained; clear arrangements are in place for supervising learners: getting on the bus, while on the bus, getting off the bus and during the journey; appropriate contact numbers have been left with the institution, the parent / carer, the provider; the learner. learners been informed not to accept lifts home from employees of the provider (other than by the designated travel arrangements); arrangements been made to escort learners who are at risk when travelling alone e.g. learners with learning needs, physical disabilities; arrangements have been made for learners who receive travel assistance to and from school in normal circumstances to receive such assistance when travelling to an alternative placement. Advice on the transportation of learners, bus schedules and entitlement to travel passes in Darlington can be obtained from the Local Motion Team on Any learner who is travelling to a provider located more than 2 miles from their home is entitled to receive the cost of public transport. Parents must complete a travel form and then payment will be made in advance. Attendance will be monitored and any over payment will be subtracted from the next payment. Payment will be made irrespective of whether or not the learner actually uses public transport. Minibuses Institutions wishing to transport smaller numbers of learners may decide to make use of a minibus, which may be their own, owned by another school or hired from a commercial organisation. However sourced, the use of minibuses is governed by strict regulation. All minibus drivers should undertake MIDAS (Minibus Driver Awareness Scheme) training and DBC s Policy and Guidance on Minibus Operation and Management should be followed. Staff driving a minibus should have a rest period before driving. Hire or reward encompasses any payment in cash or kind by (or on behalf of) passengers, which gives them a right to be carried. Thus, a school visit where parents/carers make a contribution to the cost of the visit, which gives learners a right to be carried on the minibus, constitutes hire or reward, (such contributions may only cover the costs of the vehicle). Hire or reward then necessitates schools to apply for a Section 19 permit which entitles organisations such as school groups to operate without having to comply with the PSV (Public Service Vehicle) operator licensing system or PCV (Passenger Carrying Vehicle) driver licensing. Risk assessments should be conducted for each journey and retained in the institution providing the transport for reference. Consideration needs to be given as part of this risk assessment to the level of supervision required. As a general rule, if the journey is under 30 minutes and with a well-behaved group, the driver can also be a supervisor. If, however, the journey time is longer than 30 minutes, or if the group is unruly or potentially unruly, there will need to be a supervisor in addition to Version Final 2

3 the driver. For longer journeys, two drivers are recommended. On coaches, there should be at least two adults in addition to the driver. (This protocol is one within a series of protocols and should not be considered in isolation. Protocols may be reviewed and are subject to change) Version Final 3

4 Parent/Carer Consent Form Travel I hereby consent for my son/daughter (name) to travel to the Learning Provider by the following means (please tick as appropriate): Public Transport Transport provided by the Home School or Learning Provider (providing the correct insurance is in place and has been checked by the appropriate Home School s Educational Visits Co-ordinator) Private Arrangement (The Home School/Learning Provider cannot be responsible for students travelling by private arrangement) Signed (Parent / Carer) Print name Date This form should be returned to: Version Final 4

5 Travel and Transport Checklist This checklist should be regarded as guidance only. Reference must be made to Darlington s Guidance for Off-Site Visits. Name: Role: Date: 1 If minibuses are used to transport students, does the ratio of adult supervisors to students meet the Guidelines for the age group and needs of the students? 2 If staff deliver students in private cars, has the appropriate insurance been obtained and checked by the person I/C Work Related Learning? 3 Have risk assessments on travel been carried out? 4 Have appropriate contact numbers been lodged with: a The Home School b The Parent c The Learning Provider d The Student 5 Have parents given written permission for students to travel to the off-site Learning Provider by the means of transport as designated by the Home School? 6 In the event that students will arrive home later than on a normal school day have parents been informed of the time of return? 7 Have all parties been informed of what the arrangements are to be, in the case of travel problems to and from a placement, i.e. a b Who is responsible for contacting parents? Who is responsible for ensuring that students get home safely? Yes No Don t know Action needed Version Final 5

6 8 Have all staff who are likely to be in one to one contact with students during journeys been CRB checked? N.B. Taxi drivers delivering students should be CRB checked at enhanced level. 9 Have arrangements been made to escort students who are at risk when travelling alone e.g. pupils with learning needs, physical disabilities? 10 Have arrangements been made for students who receive travel assistance to and from school in normal circumstances to receive such assistance when travelling to an alternative placement? 11 Have students been informed not to accept lifts home from employees of the Learning Provider (other than by the designated travel arrangements)? 12 Have students been briefed about: a Expected behaviour during travel b Health and safety. i.e. seatbelts, safe methods of alighting, not leaving seat until vehicle has stopped etc. c What to do in the case of an accident d What the arrangements will be in the case of bad weather? Yes No Don t know Action needed Version Final 6