Code of Practice Home/School Transport of Pupils ... - Angus Council

CODE OF PRACTICEHOME/SCHOOLTRANSPORT OF PUPILS WITH ADDITIONALSUPPORT NEEDS

The Code of Practice has been produced through liaison between Angus CouncilTransport Team and People Directorate staff. This booklet has no legal standing but waswritten to provide Parents, Contractors’ staff and School Staff with a summary of their ownresponsibilities and how these connect with the duties of other people.We hope this publication helps make it clear who does what, and how things fit together tokeep our most vulnerable children happy and secure during their journeys to and fromschool.The Code of Practice is routinely issued to:-• parents of all Angus pupils who travel on Special Education transport;• all Angus schools, and all schools attended by Angus-resident pupils who travel onSpecial Education transport;• all Contractors, for subsequent issue to drivers and escorts of special transportcontracts.The Code of Practice is also available on Angus Council’s website (www.angus.gov.uk).If you have any queries regarding the contents of this Code of Practice, please contactthe People Directorate at the address below.If you would like to discuss any operational aspect of special education transport, pleasecontact the Transport Team at the number given on the final page.CONTENTSPage 1Page 2Page 3-4Page 5-6Page 7-8Page 9-11Page 12-13Page 14Page 15-16Code of PracticePeople DirectorateTransportContractorsThe VehicleDriversEscortsSchool StaffParents/CarersPeople DirectorateAngus HouseOrchardbank Business ParkFORFAR DD8 1AE First issued April 199808452 777 778 Up-dated July 20131

PEOPLE DIRECTORATEPeople Directorate staff –1. Are responsible for determining entitlement to home/school transport, and forany subsequent review of transport provision, for pupils who have additionalsupport needs.2. Are responsible for determining the requirement for an escort and will take intoaccount factors such as parents’/carers’ own assessment of their child’s needs, thenumber of pupils who are travelling together on the vehicle and the age and supportneeds of each individual, as well as reports from schools and contractors about pupilbehaviour.3. Are responsible for authorising and passing on to the Transport Team applicationforms and information about pupils to be conveyed, about changes in address andabout any other changes in circumstances. Parents/carers should provide a writtennote of this kind of change to the People Directorate, giving as much notice aspossible. The minimum notice required will normally be 7 working days duringterm time but at some times of the year, and particularly towards the end of theschool summer holidays, at least 10 days notice is necessary before changescan be effected.4. Provide the Transport Team with information about the need for special equipment(for example booster seats, child seats, wheelchair restraints etc), where suchrequirements are known in advance. If reports from contractors’ staff suggest that inpractice additional equipment is necessary, liaison will take place between theTransport Team/People Directorate/parents/other professional colleagues (asappropriate), in order to identify the equipment required.5. Liaise with the Transport Team on an on-going basis about training for escorts anddrivers. Bespoke training is commissioned when necessary because of the particularsupport needs of individual pupils. An on-going programme of more general trainingis also provided by the People Directorate, and this is certificated under the PATS(Passenger Assistant Training Scheme) administered by staff within the PeopleDirectorate.2

SPECIAL TRANSPORTSUMMARYWhen placement of a pupil who has additional support needs is discussed, if there is aneed for special transport this is reported to the Additional Support Needs Section of thePeople Directorate.A transport application form is then sent to parent(s)/carer(s) with a return envelope.The letter of acknowledgement informs parents that when transport has been arranged,the Council's Transport Team will be in touch with them directly.When transport has been arranged, the Transport Team will contact the pupil’sparent/carer, usually by letter, approximately one week prior to the start of the new term.They will also provide the contractor’s contact details, the date on which transport willbegin and an estimate of the pick-up time on the first morning.The driver, and the escort if an escort is required, will contact parents, usually in person,before the first day of transport to say hello to the family and discuss any practical details.If for any reason the contractor has not been able to make this contact by the day beforethe contract start date, families are encouraged to telephone him or her direct using thecontact number supplied to them.3

TRANSPORT TEAM1. When they have received an authorised application form from the PeopleDirectorate, the Transport Team are responsible for arranging contracts forappropriate home to school transport for pupils who have additional supportneeds.2. Transport Team staff determine routes, types of vehicles, picking up and settingdown arrangements.3. Transport Team staff are responsible for managing contracts, including allocatingnew pupils to routes, arranging changes to routes, negotiating price adjustments and,in consultation with the People Directorate, investigating complaints about transportoperations.4. During emergencies such as breakdown, adverse weather conditions etc. theTransport Team is the main point of contact for Contractors and school staff and will,if required, initiate any emergency procedures to ensure the safe return of pupils toan appropriate place.5. Staff from the People Directorate and the Transport Team liaise in determiningindividual pupils’ requirements for special equipment and the allocation of thisequipment.6. The Transport Team request PVG checks on drivers and escorts who have notalready undergone this process through Taxi Licensing procedures.7. The Transport Team monitor contract operations.4

CONTRACTORS1. Contractors must ensure that drivers are appropriately licensed. Contractors arerequired to give PVG Scheme details of drivers/escorts to the Transport Team priorto contract starting.2. Passengers will be transported only between designated pick-up points at home andschool, unless alternative arrangements have been agreed with the PeopleDirectorate. Each passenger must be handed over to a responsible adult by theescort/driver at the vehicle stopping points at both home/school.3. Passengers must not be transferred from one vehicle to another en route exceptwhere such an arrangement has been specified and agreed with the Transport Teamor in the event of a breakdown or other emergency. If any child transfers to anothervehicle en route, then the vehicles should meet on the same side of the road so thatthe child can transfer without crossing the road. No child will ever be left standing enroute unsupervised whilst waiting for another vehicle to arrive.4. The Contractor will ensure that passengers are taken directly to the intendeddestination (home or school) and under no circumstances must the vehicle deviatefrom the specified service or undertake other work whilst engaged upon the contract.5. All passengers must be provided with their own individual seat on the vehicle. Thecontractor may not 'double up' and place two pupils on an adult seat or three pupilson two adult seats etc. The Contractor must also ensure that the vehicle does notcarry more passengers than it is licensed for.6. Contractors are responsible for the security of any special equipment (seats,harnesses etc.) provided by the Transport Team and used on vehicles and for thereturn of such equipment at the end of the contract period.7. The Contractor will ensure that when an escort is specified in the contract such aperson is provided on the vehicle at all times.8. The Contractor will ensure that all escorts are trained to an appropriate standard asspecified by the People Directorate/Transport Team. Where practicable this shouldbe achieved within 3 months of the Contract start date. Training is available, onrequest, from the Transport Team. If escorts do not attend training this may result intermination of contract. Should any escort fail to demonstrate a satisfactory level ofcompetence on any Council-provided training scheme, the Contractor will be requiredto provide a suitable alternative escort within five working days.9. The Contractor must assign regular staff (ie drivers and escorts) to specific routes inorder to avoid undue distress to passengers.10. In the event of a vehicle breakdown/hazardous weather conditions, the first prioritymust be to ensure the safety and well-being of passengers. Under no circumstancesmust the passengers be left alone and, where practicable, they should remain in thevehicle. If that is deemed unsafe, then they should be escorted to a place of safety.The driver must alert the Transport Team immediately to any such occurrence. Theutmost care must be taken to minimise passenger distress/discomfort in the event ofa breakdown.5

11. During winter months, when the weather may be particularly bad and roadshazardous, Contractors must take the decision on whether or not to operate theirvehicle(s). Any decision must be made with the safety of passengers in mind.Contractors must alert the Transport Team, Parents and the Head Teacher(s) assoon as possible to a decision not to operate.12. The Contractor must report to the Transport Team any problems regardingrouting/operational matters, eg access problems, seating, use of specialist equipmentetc as soon as is practicable. Problems experienced with behaviour or medicaldifficulties should be reported to the Head Teacher. Repeated misbehaviour shouldalso be reported to the Transport Team.13. Should a passenger require urgent medical assistance, the passenger concernedshould be made as comfortable as possible and the driver/escort should dial 999 torequest assistance. Contact should be made with the Transport Team andhome/school as soon as possible with an explanation of the reason for the delay.6

THE VEHICLE1. All vehicles will meet the requirements contained in the Terms and Conditionsof the Contract.2. The Contractor must ensure that all vehicles used in the performance of the serviceare licensed in all respects, insured, equipped, and maintained in a thoroughly safeand roadworthy condition in accordance with Department of Transport Regulations,manufacturers' recommendations and the requirements of the Council.3. The Contractors must provide the Transport Team with information on the types ofvehicles to be operated on the Contract.4. When the Contractor considers it necessary to replace or temporarily substitute avehicle due to service requirements, renewal etc. s/he must ensure that thereplacement vehicle is of an equivalent (or better) standard insofar as, size andaccessibility are concerned.5. The vehicles used will be kept clean to a high standard inside and out and must becomfortable, properly heated and ventilated - vehicles must have the capacity tomaintain a reasonable internal temperature consistent with the needs of passengers.6. All Taxis/Private Hire Vehicles used in the performance of the Contract must be fittedwith seat belts on all seats. It is the responsibility of the driver to ensure that seatbelts are worn by passengers as specified in the Council's Conditions of Contract.These Regulations also apply to pupils travelling in the rear seats ofminibuses.7. The Contractor must fit safely and securely, in accordance with manufacturer'sinstructions, any special child seats, harnesses or other specialised equipmentspecified by the Transport Team. These items are supplied on loan by the Councilfor the duration of the Contract and must be returned in good condition either ondemand by the Transport Team or upon expiry of the Contract.8. All vehicles transporting passengers in wheelchairs/buggies must be fitted with theappropriate tracking system on which to secure wheelchairs. A seat belt restraintmust also be provided. These will be utilised at all times.9. All vehicles transporting passengers in wheelchairs must be fitted with a mechanicaltail lift or gradient ramps (which should not exceed 1 in 12).10. All vehicles must be fitted with a First Aid Kit and a Fire Extinguisher. The contentsof both the First Aid Box and the Extinguisher(s) must be checked at appropriateintervals and replenished as necessary. The location of the equipment should beclearly signed, and be accessible without the need for keys.11. All vehicles operated with a capacity in excess of eight passenger seats willpreferably have a bottom step a maximum of 325 millimetres above the ground, atthe rear of the vehicle and at other main exits.7

12. The roof height of vehicles which carry more than two wheelchairs should allowescorts to stand upright when assisting passengers to and from seats andmanoeuvring wheelchairs (1.8m minimum).13. All seats must be fitted with appropriate seat belts in accordance with the Conditionsof Contract.14. Distinctive yellow and black signs must be displayed to the front and rear of allvehicles with more than eight seats while transporting pupils to and from school, inaccordance with the Road Vehicles Lighting (Amendment) Regulations 1994. Thesesigns must be plainly visible to other road users.8

DRIVERSDrivers and escorts, like all local authority staff, are expected to maintain rigorousstandards of confidentiality about any information of a personal nature of which theybecome aware in the course of their duties.1. Drivers must wear a personal identification badge with a photograph issued by aLocal Authority.2. The driver is in overall charge of the vehicle and its operation and is responsible forensuring that the vehicle is driven in a safe and secure manner.3. The driver must comply at all times with current Road Traffic Legislation.4. It is the ultimate responsibility of the driver to ensure that all doors are closed, allpassengers seated safely and all seatbelts/wheelchair restraints securely fastenedbefore the vehicle moves off. Wheelchairs and special seats must be secured incompliance with Medical Devices Agency guidance.5. The driver will ensure that the escort (if an escort is provided) fully performs his/herduties in accordance with this Code of Practice. The escort and driver must work asa team with the escort being responsible for the control and supervision of thepassengers.6. If necessary the driver should assist the escort in providing help to passengers asthey board and alight from the vehicle.7. Passengers in wheelchairs should be correctly secured in the vehicle in accordancewith the 'Code of Practice on the Safety of Passengers in Wheelchairs on Buses'(VSE 87/1).8. The driver should ensure that all personal belongings and equipment is safely storedand clear of aisles.9. There must be no smoking on the vehicle.10. The driver should approach each stop slowly and with care and ensure that doors arekept closed until the vehicle has been brought to a complete standstill.11. Before moving off, drivers must ensure that doors are properly closed and that nocoats, bags or other obstructions, are caught in the mechanism of the door (inside oroutside).12. Before moving off, drivers must check mirrors in case latecomers attempt to board.Particular attention should be paid to the nearside mirror.13. Drivers must never try to deal with a misbehaving child whilst the vehicle is moving.If the driver needs to intervene, he/she should stop the vehicle, deal with the problemand then drive on. Pupils must be dropped off at the usual point. The misbehaviourshould be reported to the Head Teacher at the earliest opportunity.9

14. Drivers must make absolutely sure that all disembarked pupils are well clear of thevehicle before moving off and that no-one is attempting to return to the vehicle forproperty left behind. Parents/carers must be discouraged from crossing with theirchildren in front of or behind the vehicle.15. When reversing, drivers must ensure that everyone is well clear of the vehicle.16. No unauthorised passengers should be transported.17. Passengers must not be left unattended in the vehicle at any time except whenassistance is being given to a passenger who is boarding or alighting from thevehicle. The driver must not at any time leave the vehicle completely unattendedwith passengers on board. If a driver has cause to leave his vehicle with the escort incharge, the ignition keys must be removed.18. Drivers must make themselves available to attend training related to themanagement of pupils who have additional support needs when required to do so.19. Should a passenger require urgent medical assistance, the passenger concernedshould be made as comfortable as possible and the driver/escort should dial 999 torequest assistance. Contact should be made with the Transport Team andhome/school as soon as possible with an explanation of the reason for the delay.20. In the event of an accident or breakdown, the driver should immediately summonhelp and ensure that the pupils are not left unattended. The contractor and theTransport Team must be made aware of the circumstances at the earliest opportunityso that appropriate arrangements can be made for the safe completion of the pupils'journey. Outside office hours information for the Transport Team may be left on ananswer phone, but all further appropriate measures must also be taken, including, ifnecessary, contacting parents to advise them of the situation.21. If a parent or carer is not at home when the driver delivers a passenger, thepassenger must be returned to the vehicle. The driver must alert the Transport Teamto the problem immediately by phone and request advice. This advice will usually bethat the vehicle should continue on its route and a note left for the parent/carer toexplain this. The driver should contact the Transport Team again at the end of theroute and before returning to the home address. The driver may be instructed to takethe passenger to a care agency eg People Directorate - Social Work & Health. Thepassenger should never accompany the driver/escort home. If the parent/carer islate on a regular basis, the Transport Team/school staff must be informed.22. Where a child absconds from a vehicle which has no escort, the driver is responsiblefor alerting the school, the Transport Team and the Police immediately.23. Drivers must contact parents before the first morning on which transport is to start tointroduce themselves, and the escort if appropriate, and discuss practical details.24. On Contracts where there is no escort, drivers must report any cases ofmisbehaviour by pupils to school staff. On homeward journeys, the parents shouldalso be informed where appropriate.10

25. Repeated or serious misbehaviour and any incidents of aggression (verbal orphysical) must be reported to the Head Teacher and Transport Team as soon aspossible.11

ESCORTS(It should be remembered that, as noted previously, the driver is in overall charge ofthe vehicle and its operation and is responsible for ensuring that the vehicle isdriven in a safe and secure manner.)1. Drivers and escorts, like all local authority staff, are expected to maintain rigorousstandards of confidentiality about any information of a personal nature of which theybecome aware in the course of their duties.2. Escorts must wear a personal identification badge with a photograph issued by aLocal Authority.3. The escort is responsible for the direct supervision of the pupils and must remain on,or within the immediate vicinity of, the vehicle at all times while passengers are onboard.4. When required by the Transport Team, all escorts must attend relevant training whichwould help in their understanding and management of pupils who have additionalsupport needs, and in carrying out their duties, for example Passenger AssistantTraining Scheme courses, Emergency First Aid Training or Moving and Handlingtraining.5. Escorts should sit to the rear of the vehicle in such a position that they have a goodview of, and immediate access to, all the pupils.6. Escorts must ensure that all pupils are properly seated and fastened appropriatelyinto their seat belt, special seat, harness and, in the case of wheelchair passengersthat the wheelchair is suitably restrained.7. Where an escort is being provided on a contract, the escort must accompany thedriver to meet the pupil and parent in advance of the first day on which transport is tobegin.8. Escorts provide an important link between home and school and should note thetime, place and details of any medical or other incident and ensure that it is reportedto school staff on the day of the occurrence or, if the incident occurs on thehomeward journey, to the pupil’s parent or carer on arrival at the vehicle stoppingplace. Any incident must be noted in the Behaviour Report Book.9. Upon arrival at the pupil's home or school, the escort should assist the passenger toalight from the vehicle before handing responsibility over to the nominatedresponsible adult who has met the vehicle.10. On no account should a passenger be left either alone or with an unauthorisedperson.11. Escorts must report any cases of misbehaviour by pupils to school staff. Onhomeward journeys, the parents should also be informed where appropriate.12

12. Repeated or serious misbehaviour and any incidents of aggression (verbal orphysical) must be reported to the Head Teacher and Transport Team as soon aspossible.13. Escorts should ensure the safe transit of passengers' belongings and specialequipment if required.14. If a pupil absconds whilst under the care of an escort, they must inform the school,the Transport Team and the Police immediately.13

SCHOOL STAFF1. In the case of pupils who have significant additional support needs school staff will beexpected to share with the escort and driver information which could help them tobetter carry out their duties and responsibilities. This could include, for example,information about short term medical and/or behavioural issues but only if these arelikely to have an effect on how the pupil may behave on the vehicle. Escorts anddrivers, like school staff, are expected to maintain rigorous standards ofconfidentiality about any information of a personal nature of which they becomeaware in the course of their duties.2. Any messages received by school staff during the course of the school day aboutemergency changes to transport arrangements, for example a change of person whowill meet the pupil at home that day, must be passed on to the escort.3. Should a transport vehicle fail to arrive, staff should contact the Contractor in the firstinstance, and schools are advised to keep a note of the Contractor’s contact numberas it appears on the notification to parents which is routinely copied to schools. TheTransport Team should also be informed about this kind of problem and about anyother difficulties with transport provision, such as, for example, persistent poortimekeeping. School staff may complete a Discrepancy/Irregularity Report when anyaspect of a contractor's service falls below expected standards. TheDiscrepancy/Irregularity Report template is available on the Education Intranet siteand should be completed and forwarded to Ged Gilmartin, Principal Officer (PhysicalResources) (GilmartinG@angus.gov.uk), Angus House, Forfar and copied to theTransport Team, County Buildings, Forfar (LowrieP@angus.gov.uk).4. School staff are expected to meet the vehicle at the agreed stopping place and takepassengers to and from the vehicle. The duty to take the pupils on and off the busrests with the escort and driver.5. School staff should ensure, if possible, that pupils have visited the toilet beforeboarding vehicles.6. Where problems are identified with seating, use of equipment or other transportissues, school staff should email Lesley Eaton, School Travel Administrator(EatonLA@angus.gov.uk) for advice.7. School staff are responsible for ensuring that parents are made aware of anysignificant incident which has taken place on the vehicle which is reported to them bythe escort or driver.8. People Directorate staff are responsible for ensuring that the Transport Team areinformed of any changes of address of pupils or other changed circumstances (forexample a child leaving school) which affect the home-to-school transport as soon asthey become aware of these. It is, however, requested that if school staffbecome aware of any change which may affect transport they report this to theTransport Team as soon as possible.14

PARENTS/CARERS1. Parents/Carers are asked to let the driver or escort know if their child will not betravelling on any particular day because of illness or some exceptional circumstance.Contractors and their staff appreciate being told that a child will not be travelling, asthis helps avoid unnecessary trips. Parents/carers are in any case strongly advisedto keep note of their contractor’s contact number so that direct liaison is possibleshould this be necessary, for example in winter weather conditions.2. Parents/Carers should also let the escort know if any difficulties may affect their childon any particular day.3. If parents or carers have any concerns about the day to day running of the contractthey should contact the Transport Team (01307 461774) as soon as possible.4. If parents have information about changes such as, for example, a proposed newaddress or details of a new wheelchair which is about to be issued, they are asked tocontact the People Directorate - Education (08452 777 778) as soon as possible.Parents are asked to give as much advance notice of any change as possible andshould note that due to particular pressures at some times of year a minimum of 10working days can be required.5. The Transport Team advises Contractors of the wheelchair specificationrequirements for each child and provides them with the specialist wheelchairrestraints required to secure the chair. Where any new chair is provided for a childthe Transport Team will advise the Contractor of the change and supply them withthe appropriate restraints required for that specific chair. It is therefore essential thatany proposed changes are notified as soon as possible – you should contact thePeople Directorate - Education (08452 777 778). Parents should note that due toparticular pressures at some times of the year a minimum of 10 working days can berequired. Please note that there have been instances where wheelchairs have beenpresented which are unsuitable for transportation - Contractors are therefore notpermitted to convey any chair other than that advised by the Transport Team.Transport to School6. Parents/Carers should make sure that their child has visited the toilet before he/sheboards the vehicle.7. If a pupil wears a harness other than that fitted in the vehicle, parents/carers shouldmake sure he/she is wearing it correctly before the vehicle arrives.8. Parents/Carers must take their child to the normal vehicle stopping place at theagreed time.9. It is the responsibility of the driver/escort to take pupils on to and off the vehicle.15

Transport from School10. Parents/Carers must meet pupils at the normal vehicle stopping places at the agreedtimes.11. If parents/carers cannot be at home when a pupil is due home, they must let theescort/driver know who will meet their child at home that afternoon. This informationshould also be confirmed with the school. If a child is to be returned to a place otherthan the normal stopping place, then parents/carers will be responsible for makingtheir own alternative transport arrangements. In such circumstances parents shouldlet the driver/escort and the school know that the usual transport will be not berequired home from school that afternoon and what the alternative arrangements are.Parents should be aware that drivers are not allowed to vary their route on request.12. If, due to emergency circumstances, no-one is at home when the vehicle arrivesthere, parents/carers should be aware that the following procedures will be followed:- the driver will wait 5 minutes and, if this is an option, will then continue on hisjourney with the other pupils and return to the house from the end of his route. if there is still no-one at home and the emergency contact person cannot becontacted, the driver may be advised to take the child to a care agency suchas the People Directorate - Social Work & Health. If this is necessaryparents/carers will be responsible for collecting their child on their return.Drivers/escorts have been instructed not to take pupils home with them.13. Parents/carers are asked to make sure that information which they would like to bepassed on to school staff is in writing, to avoid any possibility of misunderstanding.14. Children's school equipment and personal belongings should be contained in anamed bag wherever possible.Emergency Procedures15. Should a passenger require urgent medical assistance, the passenger concernedshould be made as comfortable as possible and the driver/escort should dial 999 torequest assistance. Contact should be made with the Transport Team andhome/school as soon as possible with an explanation of the reason for the delay.16. Parents will be advised by the driver/school staff of any significant incident on thevehicle which involves their child on the day that the incident occurs.16