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Transportation Policy for Service Users

 

 

1. Purpose

 

This policy sets out how transport arrangements for pupils within our Alternative Provision are planned, risk assessed and managed to ensure safety, reliability and safeguarding compliance.

 

2. Principles

 

 

  • The safety and wellbeing of pupils and staff is the highest priority.

  • Transport is arranged only when appropriate, necessary and risk assessed.

  • All travel must comply with safeguarding, health and safety and data protection requirements.

  • Staff must never transport pupils in their own personal vehicles.

  • Clear communication with parents/carers is essential.

 

 

3. Scope

 

This policy applies to:

 

  • Travel to and from off-site sessions or activities

  • Transport organised or commissioned by the organisation

  • Use of taxis, public transport, or escorts

  • Travel arrangements for pupils with additional needs

  • Staff responsibility during travel-related supervision

 

It does not permit staff to use their personal cars for transporting pupils under any circumstances.

 

4. Approved Transport Methods

 

Transport may be provided through:

 

  • Licensed taxi or private hire companies vetted by the organisation

  • Local Authority transport services

  • Public transport, if appropriate for the pupil’s needs and risk profile

  • Walking with staff supervision, where safe and agreed

 

All travel arrangements must be suitable for the age, needs, behaviour and risks associated with the pupil.

 

5. Responsibilities

 

 

5.1 Organisation

 

We will:

 

  • Vet and approve transport providers where used.

  • Ensure DBS-checked escorts are used when required.

  • Complete transport-related risk assessments.

  • Confirm pick-up and drop-off arrangements with parents and Local Authorities.

  • Ensure emergency contact information is accessible during travel.

 

 

5.2 Staff and Tutors

 

Staff must:

 

  • Never transport pupils in personal vehicles.

  • Supervise pupils appropriately during travel (where part of the planned arrangement).

  • Follow agreed routes and safety procedures.

  • Ensure pupils behave safely and respectfully when travelling.

  • Report transport incidents or concerns immediately.

  • Maintain professional boundaries at all times.

 

 

5.3 Parents and Carers

 

Parents/carers are responsible for:

 

  • Ensuring pupils arrive at sessions where transport is not provided.

  • Communicating changes to pick-up/drop-off arrangements.

  • Providing accurate risk or medical information relevant to travel.

 

 

6. Risk Assessment

 

Before any transport arrangement is approved, risk assessments must consider:

 

  • Behavioural risks

  • Medical needs

  • Mobility or physical needs

  • Environmental factors

  • Required supervision

  • Suitability of public or private transport

  • Emergency procedures during travel

 

Pupils who present high-risk behaviours may require additional support or may not be suitable for some forms of transport.

 

7. Use of Taxis and Private Hire Vehicles

 

Where taxis are used:

 

  • Only approved, licensed providers may be commissioned.

  • Drivers must be vetted and briefed on safeguarding expectations.

  • Escorts may be required depending on the pupil’s needs.

  • Pick-up and drop-off times must be verified.

  • Pupils must never be left unattended during transitions.

 

Staff must never arrange or reimburse taxis independently without organisational approval.

 

8. Use of Public Transport

 

Public transport may be used when appropriate and risk assessed. Staff must:

 

  • Supervise pupils at all times.

  • Ensure clear routes and contingency plans are in place.

  • Avoid busy or unsafe environments for high-risk pupils.

  • Ensure travel does not compromise safeguarding.

 

 

9. Walking to Sessions

 

Walking may be appropriate for some pupils when:

 

  • The route is safe and risk assessed

  • Staff supervision is provided if required

  • Parents/carers consent

  • Environmental risks (weather, traffic, etc.) are considered

 

Pupils must follow staff instructions and road safety rules.

 

10. Emergencies During Travel

 

In an emergency, staff must:

 

  • Ensure pupil safety

  • Call 999 if necessary

  • Inform the organisation immediately

  • Contact parents/carers and the commissioning authority

  • Record the incident in full

 

Transport providers must also follow emergency procedures agreed in advance.

 

11. Behaviour During Travel

 

Pupils must:

 

  • Follow safety instructions

  • Wear seatbelts where provided

  • Behave appropriately and politely

  • Not distract drivers

  • Not engage in unsafe actions such as opening doors or interfering with equipment

 

Unsafe behaviour may result in changes to transport arrangements or additional support plans.

 

12. Medical Needs During Travel

 

Transport arrangements must include:

 

  • Access to emergency medication if required

  • Staff or escorts trained to respond to known medical conditions

  • Clear procedures for medical emergencies arising during travel

 

 

13. Data Protection

 

Transport providers receive only the information necessary for safe travel.

Personal information such as addresses or medical details is shared securely and only on a need-to-know basis.

 

14. Reporting and Monitoring

 

Transport incidents, delays or concerns must be reported immediately to senior staff.

Transport arrangements are monitored through:

 

  • Feedback from pupils, parents and tutors

  • Incident analysis

  • Regular review of providers and risk assessments

 

 

15. Review

 

This policy is reviewed annually or sooner if transport guidance, commissioning requirements or organisational needs change.

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