………………………SCHOOL

MINIBUS POLICY

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Reviewed……………..

CONTENTS

IntroductionDriversJourney and Safe Driving HoursDrivers and Safety RoutinesAccident GuidanceBreakdown GuidanceDisaster on an Excursion - Guidance

AppendicesA - Generic Risk AssessmentB - Additional Advice to DriversC - Advice to EscortsD - Pre Drive Safety CheckE - Instructions for Completing work ticket.F – Staff and Student CardsG – Application for Approval Form for Day Visits

(A copy of this policy will be kept in the school staffroom, main office and the school minibus along with a generic risk assessment and distributed to all approved drivers. Staff using other approved minibuses will be given copies.)INTRODUCTION

This policy is designed to make journeys in a minibus as safe as possible. It is recognised that no matter how safe the procedures, accidents are still possible (95% of which involve human error). Following these procedures will help protect the driver, the passengers and the school in the event of an accident or other minibus related incident as well as help prevent the occurrence of these in the first place.

Following the procedures and advice contained here is mandatory on any person using a minibus (including the school minibus). Every person is directly accountable to the Head teacher and to the Local Authority.

DRIVERS

Mr/ Mrs……… is the school’s Minibus Officer. Each use of the minibus must be approved by him/her (or another member of SLT or the School Business Manager) when he/she is not available). All out of school excursions also need the Head teacher’s approval through our off-site visits system (forms available at :…………………………..). The Minibus Officer will be unable to grant you approval to drive the school minibus until the Head teacher has approved the trip.

Any person wishing to gain approved driver status to drive on behalf of the School must have satisfactorily completed an approved assessment and training course. Each driver must be at least 25 years of age and be medically fit to drive. Each driver who qualified before 1 January 1997 must hold a current driving licence which is free from endorsements and registered for D1. Drivers who gained their licence after this date will need to have category D1 PCV added to their licence and may not drive any vehicle with a gross weight exceeding 3500 kg. These documents must be given to the Minibus Officer for approval. It is the duty of any driver to inform The Minibus Officer if there are any changes to their driving licence or health in relation to their ability to drive as soon as that happens. If these conditions have not been fulfilled, the driver will be uninsured and driving illegally.

A reassessment of all drivers approved to drive the vehicle will be carried out on a periodic basis. In addition, drivers who have not driven the minibus for a while should request a familiarisation and assessment when they feel they need it.

A current list of in-date and approved drivers will be kept by the Minibus Officer.

An appropriately designed log will be maintained in the school main office that will record driver’s name, the purpose and destination of the journey, date of travel and who approved journey.

A ‘pre drive safety check’ must be completed by all drivers on taking responsibility for driving the minibus. Forms for this purpose will be kept in the minibus. These will be replenished once a week and completed forms will be filed to establish a history of safe practice. In addition the minibus work ticket must be completed at the start and end of the journey. Failure to do this could invalidate insurance.

All drivers and minibus staff must read and follow the control measures in the generic risk assessment before each journey. The generic risk assessment does what it says on the tin, it is suitable for most general circumstances. Risk assessment is a dynamic process and the driver and other staff must be alert to other risks and plan additional control measures as appropriate. If

these can be anticipated in advance a new written risk assessment should be produced. An example of on the spot risk assessment could be responding to exceptional road or weather conditions by modifying your journey plan.

The minibus must not be used for hire or reward and the driver must receive no payment or other consideration other than approved out-of-pocket expenses.

Alcohol must not be consumed within 24 hours prior to driving or while driving.

A Mobile phone must be available in the minibus but must not be used by the driver while driving. A school mobile can be booked out from the main office.

Drivers must not drive when they are taking medicines that carry a warning regarding driving or when they feel affected in a way that impairs driving.

Drivers must not drive when they feel tired or unwell. A short 15 minute nap can be effective. Tiredness can only really be dealt with through sleep.

Drivers must carry both parts of the UK driving licence with them.

No fuel cans may be carried in the minibus.

JOURNEY AND SAFE DRIVING HOURS

Drivers should never do a day’s work or be awake for a day and then drive for several hours in the evening. Drivers who drive for more than 2 hours after a day’s work are significantly more likely to be involved in an accident.

Consecutive days on duty must be assessed in terms of risk while driving.

Drivers must not be required to supervise students during their break.

Maximum driving time is 2 hours and then a break of a minimum 15 minutes is required.

Drivers must not ignore being too tired to drive safely. Two hours maximum driving between breaks is not a goal, but a limit for alert drivers. Tired drivers must stop and take appropriate action to recover or seek help. Driving with open windows or putting on air conditioning is not appropriate.

If the driver is only driving and doing no other work, his/her working day must not exceed 13 hours of which no more than 9 hours should be spent driving.

If the driver is working at other work and driving, the combined must not exceed 10 hours and the driving must not exceed 4 hours.

Journey planning is important and considerably reduces risks.

Drivers should avoid staying up late and having normal sleep interrupted.

A second driver is often useful for safety and on long journeys it is essential.

Stick to all speed restrictions and do not exceed 70 mph on motorways.

DRIVERS’ RESPONSIBILITIES & SAFETY ROUTINES FOR EACH JOURNEY

Be familiar with this minibus policy. Read the minibus generic risk assessment, or the extended version you have produced to include

additional hazards, and check that all other staff have also done so. Consider additional risks that may have come to light since the risk assessment was produced

and continue to do this during the journey. Complete the ‘pre drive safety check’ sheet. Start the work ticket. Ensure all staff and students have the relevant ‘offsite safety cards’. Make sure escorts are familiar with the ‘Advice for Escorts’ in appendix C. Make sure you are familiar with the ‘Additional Advice to Drivers’ in appendix B. Ensure no animals are transported (other than guide dogs where required). Know the location of wheel brace and jack. Know the location and contents of first aid kit and fire extinguisher(s). Know the location of the emergency equipment e.g.: a high visibility jacket and torch, fire

extinguisher, warning triangle, first aid kit and a webbing cutter.

On completing the journey.

Refuel and complete work ticket. Report any problems with the vehicle to the SBM. Ensure the bus is left in a clean condition.

ACCIDENT GUIDANCE

In the event of an accident/incident inform the school immediately you are able. To assist you in the possible confusion after an accident a checklist has been prepared:

1. Stop - it is an offence not to stop after an accident.2. Switch off the vehicle engine. Ask others involved to do the same.3. Ensure your passengers are safe from other hazards. If passengers are uninjured get them to

leave the vehicle and go to a place of safety. Ensure students are supervised. Do not leave students unattended after an accident.

4. Make sure no one smokes near the accident site.5. Warn other road users of the danger.6. Contact Police and, in anyone is injured, the emergency services by dialling 999.7. Administer First Aid if required and if you are able.8. Do not move casualties unless absolutely necessary.9. Do not move the vehicles involved (unless they are a danger to traffic) until the police arrive or if

they are not attending, until an independent person has noted their position.10. Give your name and address, the registration number and in case of personal injury, insurance

particulars to any person having reasonable grounds for requiring them. Should, for any reason, the particulars not be given at the time of the accident then the circumstances must be reported to the Police as soon as possible and in any case within 24 hours.

11. Obtain from the other person(s) involved in the accident/incident their name, address and registration number of their vehicle and insurance details.

12. If there are any witnesses to the accident, obtain their name(s) and address (es).13. UNDER NO CIRCUMSTANCES ADMIT LIABILITY FOR THE ACCIDENT/INCIDENT 14. Ensure accident report form is completed as soon as possible and submitted to the SBM.

BREAKDOWN GUIDANCE

The driver’s first responsibility is the health and safety of his/her passengers and then to minimise any disruption, discomfort, to his/her passengers. This is particularly important if any passengers are disabled. Drivers are also responsible for taking all reasonable steps to ensure the safety and security of the vehicle and, having reported the breakdown, should remain with the vehicle until assistance arrives. Use warning triangles. If the vehicle is in a dangerous location, e.g. on a motorway, consider moving passengers to a safe location well away from traffic. Frequent roll calls are important and the weather must be assessed as an additional safety hazard and sensible controls put in place to deal with this. See documents in the minibus wallet for roadside assistance.

DISASTER ON AN EXCURSION – GUIDANCE

1. Establish the nature and extent of the emergency.2. Make sure all other members of the party are accounted for and are safe (i.e. carry out a head

count). Remember you must carry with you a list of the members of your party.3. Call the appropriate emergency services. If there are injuries, establish their extent and administer

appropriate first aid if you have been trained and feel capable. Be aware of consequences that might follow were you to give incorrect treatment. Have regard to your own safety vis a vie blood contact.

4. Advise other party staff of the incident and of actions taken. Decide if appropriate, who is in charge and responsibilities to be undertaken by each adult member of the group.

5. Ensure that an adult accompanies any casualties to hospital. If only one adult is available in the circumstances a decision will have to be reached as to the best course of action.

6. Ensure that remaining students are adequately supervised and arrange for an early return to base.

7. Arrange for one adult to remain at the site of the incident to liaise with the emergency services until the incident is over and all students are accounted for.

8. Contact the senior members of staff on call. This should be arranged before the journey and a manned telephone number should be recorded on each Staff Offsite Safety card. Control access to telephones until the senior member of staff has contacted parents/others directly involved. Give full details of the incident including:

Nature, date, location and time of incident Details of injuries, etc. Names and home telephone numbers of those involved Action taken so far Telephone numbers for future communication

9. Do not discuss matters with the media.10. The senior member of staff should contact the Head teacher and establish who will take charge of

the situation and what immediate action will be taken. The Head teacher will advise the Local Authority.

11. The party leader should, at the first opportunity, makes notes on the incident, as should other people involved. A record should be kept of the names and addresses of any witnesses or people involved.

12. Do not discuss legal liability.13. Ensure accident forms are completed as soon as possible.14. Inform parents of any delays that will be necessitated.

SOURCES - Elements of this policy have been included or adapted from a document on minibus safety produced by The Royal Society for the Prevention of Accidents.

APPENDIX A

RISK ASSESSMENT FORM (Page 1 of 2)

School/Office/Building and Grounds

Assessor(s):

Assessment Title: Minibus Travel

Assessment Date:

Activity/Process/Facility:

MINI BUS TRAVEL (This should be read, modified as required by staff responsible, then dated and signed for each trip or series of similar coach trips.)

No of Persons at Risk

Employees Students Others

Various but not exceeding rated capacity of the minibus.

Hazards involved with this Activity/Process:

1. Injury moving about the bus whilst it is in motion.2. Injury during a road accident.3. Injury due to students’ misbehaviour.4. Student/staff medical emergency.5. Student left behind.6. Injury due to students getting on or off.7. Non-routine journeys.8. Driver tiredness.9. Breakdown.

Existing Safety Measures/Controls1. Students must wear seatbelts properly fitted across shoulder

with students facing the front.2. As 1. above. Contact emergency services and administer

first aid in line with minibus policy. The safest location for students and staff must be decided. This is usually in the minibus away from other traffic. Staff must have familiarized themselves with emergency exits before the journey begins. If leaving the minibus is the safest option, students and staff must be gathered together in a safe location away from moving traffic and notice must be taken of adverse weather. Particular attention should be given to detecting those that may suffer delayed shock and first aiders alerted as necessary. Roll-calls must be made frequently.

3. In planning the journey, consideration should be given to whether an additional member of staff is required. If students will not behave or wear seatbelts correctly the minibus must stop in a safe location and arrangements made to remove the student(s) safely to school or home.

4. Staff must be aware of declared medical conditions on the student trip medical forms and these should be available on the coach. Members of staff should also be invited to inform the trip organizer of relevant medical conditions and these should be known about by each member of staff on the trip.

5. Checks against the nominal role must be made each time the coach begins any part of a journey.

6. Doors should be positioned to open onto safe areas to get in and out

7. No journey should be regarded as routine, however some trips may go to locations or carry students or equipment that pose additional hazards. For instance trips in winter, trips to ski areas, conveying PE equipment or conveying students with medical, disability or behavioural problems. In these circumstances additional controls must be planned for, recorded and approved through an extended minibus risk assessment.

8. See school minibus policy statement.9. See minibus policy and point 2 above.

Finally, the driver must have the correct licence(s) for driving the mini-bus and follow the procedures and advice set out in the school minibus policy statement.

The Residual Risk(s) Risk RatingAfter existing and additional control measures –circle ‘low’, ‘medium’ or ‘high’. LOW MEDIUM HIGH

PRS RISK ASSESSMENT FORM (Page 2 of 2)

INTERIM MONITORING Applicable/Not Applicable(This section is to be used between full reviews.)

Controls still effective? Yes/No

If the answer above is NO – list the additional controls actioned.

The Residual Risk(s) Risk Rating

After existing and additional control measures –circle ‘low’, ‘medium’ or ‘high’. LOW MEDIUM HIGH

IMPLEMENTATION OF RISK ASSESSMENT

Assessor’s Signature:

Head teacher’s Signature: Date:

Please note that all risk assessments will need to be read and reviewed on a regular basis and depending on the activity or hazard you may be required to complete a full current review signed and dated, complete the ‘interim monitoring’ section above or to just read it prior to the activity taking place. On residentials you may be required to carry them with you. For some activities e.g. coach transport you may be required to sign and date the risk assessment to show you have read and agreed to its controls. All risk assessments must be fully reviewed every 12 months to remain current.

APPENDIX B

Additional Advice for Minibus Drivers

On journeys where an escort is present, the items below should be divided between the driver and escort, with the driver concentrating on those tasks which directly relate to driving the vehicle.

Before Setting off

Allow sufficient time for the journey. Avoid long spells of driving, and plan breaks to ensure you are fresh to continue and that

students do not get restless. Conduct a pre-drive safety check before every journey. Passengers should only board the minibus from either the main school bus park or at the

garages where the minibus is parked. Never allow passengers to board until the vehicle is at a complete standstill, and safely

parked by an adjacent pavement or other traffic free area. If you need to leave the vehicle, switch off the engine.

Passengers should enter the minibus from the pavement adjacent to the bus, not from the road itself (unless using a ramp or lift at the rear). If driving abroad, the nearside door may open onto road, and therefore, extra care will be needed.

Ensure that students are supervised when boarding the vehicle, especially if they are using a rear door. Plan which passenger will sit in the front seat and by the doors.

Do not exceed the carrying capacity of the minibus. Make sure everyone is sitting, one to a seat, and that passengers are using belts.

Always ensure that ambulant disabled passengers are seated and comfortable and that passengers travelling in their wheelchair are safely restrained. Wheelchairs not in use must also be securely stored.

Make sure there is a complete list of passengers being carried with a note of any special medical or other needs. Keep the list with other relevant documents in a place where it can be readily found in the event of an accident. Check that students have any necessary medication with them.

Check that no bags or clothing are caught in the doors, and check all mirrors every time before moving away in case latecomers are approaching the vehicle.

Check that all luggage is secured, and that gangways and exits are clear. Know the height, width, length and weight of the vehicle, and the position of the exterior fuel

cap. Ensure all passengers are wearing their seatbelt correctly. Ensure weight limits are not exceeded and that weight is evenly distributed.

During the Journey

Do not allow noisy or boisterous behaviour, or passengers to trail flags or any other article from the vehicle.

Enforce a “No Smoking” rule. Enforce a “No Alcohol” rule. Do not allow child passengers to operate the doors, and supervise any operation of the doors

by responsible persons. Approach each stop slowly and with care. Use hazard warning lights on school trips when students are boarding or leaving the vehicle. If there is a delay during the journey inform school/lodge so that information may be passed

to parents. A mobile phone is essential for this purpose, but must not be used by the driver while driving.

Students must not be left unaccompanied in the minibus. If the vehicle breaks down, or if there is an accident, give clear instructions to the passengers

and see that students remain together and supervised; their safety is paramount. If there is a risk of fire, however small, evacuate the vehicle and move the occupants to a

safe place. If you have to stop for an emergency or breakdown whilst on a motorway, only stop on the

hard shoulder, and as far away from the carriageway and passing traffic as possible. Again, ensure that passengers, especially students, remain together and are supervised.

If requested by the police, or any other person having reasonable cause, given particulars of the driver’s name and driving licence, and the name and address of the minibus operator or owner.

At the End of the Journey

Ensure that students are supervised when leaving the vehicle, especially if they are using a rear exit.

Never allow passengers to leave until the vehicle is at a complete standstill, and safely parked by an adjacent pavement or other traffic free area, and the hand brake is engaged.

Always park so that passengers step onto the footway and not onto the road. Take particular care when reversing the vehicle if students are nearby. Avoid unnecessary

reversing, but if it is unavoidable, seek adult assistance for directions, but ensure the assistant does not stand directly behind the vehicle.

Do not leave students alone if no one has arrived to collect them. Ensure you know what to do if a child is not collected.

Report any problems or incidents that occurred during the trip to the Minibus Officer.

APPENDIX C

Advice for Escorts on Minibuses

Before Setting Off

Read the minibus risk assessment and enforce the safety controls listed in it. Reserve the most appropriate seat for yourself to allow you to supervise the passengers. See that students are supervised when boarding the vehicle, especially if they are using a rear door. Never allow passengers to board until the vehicle is at a complete standstill, and safely parked by an

adjacent pavement or other traffic free area. Always ensure that ambulant disabled passengers are seated safely and comfortably and that

passengers travelling in their wheelchairs are safely restrained. Ensure that any wheelchair, and other equipment, not in use are securely stored. Make sure there is a complete list of the passengers being carried with a note of any special medical

or other needs. Keep the list with other relevant documents in a place where it can be readily found in the event of an accident.

Make sure all students are wearing seatbelts correctly. Check that no bags or clothing are caught in the doors, and check all mirrors every time before

moving away in case latecomers are approaching the vehicle. Check that all luggage is secured. Make sure you and the students have their ‘offsite safety cards’.

During the Journey

Do not allow noisy or boisterous behaviour. Try to keep the students occupied-the journey will seem much quicker. Enforce a “No Smoking” rule. Enforce a “No Alcohol” rule. Do not allow passengers to operate the doors, unless supervised. If there is any serious delay during the journey inform the school or organisation so that information

may be passed to parents. A mobile phone is very useful for this purpose. Students must not be left unaccompanied in the minibus. If the vehicle breaks down, or there is an accident, give clear instructions to the passengers and see

that students remain supervised; their safety is paramount. If there is a risk of fire, however small, evacuate the vehicle and move the occupants to a safe place. Ensure that litter is disposed of carefully (in a litterbag or bin) as cans rolling around the floor can be

distracting.

At the End of the Journey

Ensure that students are supervised when leaving the vehicle, especially if they are using the rear exit. Never allow passengers to leave the vehicle until it is at a complete standstill, and safely parked by an

adjacent pavement or other traffic free area. Do not leave students alone if no one has arrived to collect them. If necessary, assist the driver to reverse the vehicle. Never allow a child to do this. Do not stand

directly behind the vehicle while it is reversing. Ensure that passengers take all their personal belongings with them.

APPENDIX D

PRE-DRIVE SAFETY CHECKS

The Administration Manager will ensure that the vehicle is regularly serviced and maintained. However before every journey the driver should conduct a pre-drive safety check by walking around the vehicle paying particular attention to the items listed below.

EXTERIOR CHECK INTERIOR CHECKOK Not OK OK Not OK

Windscreen washer fluid level (once only at start of day)

Risk Assessment has been read by the driver and other staff.

Windscreen and windows are clean and undamaged

Staff and students have accurate ‘offsite safety cards’.

Wiper blades are clean and undamaged

The minibus work ticket is completed.

Lights, brake lights & indicators, are clean and working

Mirrors are correctly adjusted, clean and unobstructed.

Visually check tyre pressures. Position and function/purpose of all the dashboard controls

Visually check tyre treads. At least 2.0mm across centre ¾ is the accepted standard.

Position of driving seat so that all controls can be operated comfortably

Any cuts and bulges? Check for pressure on brake pedal and check operation.

Doors open and close properly Washers and wipers working properly.

Damaged or sharp edges Fuel level and type of fuel: diesel or petrol has been checked.

Seat belts, are undamaged and working properly

Damaged or sharp edges

Luggage is securely stowed and aisles and exits are clear

Mobile phone available.

Any defects which may affect the vehicle’s or passengers’ safety should be reported immediately and the vehicle must not be used until they are all remedied.

NAME ………………………………….. SIGNATURE ……………………….……….. DATE ………….

APPENDIX E

To complete the work ticket correctly

1. Obtain authorisation from SBM or SLT

2. Complete date, time and signature for change of driver

3. Enter names of passengers

4. On return complete date, time and current mileage

5. Ensure the tank is at least half full before returning to garage

6. Return document wallet and keys to SBM or front office

To fill tank - fuel cards can only be used in specific garages

1. Fill tank with fuel - this vehicle is DIESEL - to the nearest litre

2. Insert fuel card

3. Complete “mileage” with current mileage

4. Enter PIN number -

5. Complete record of fuel drawn on work ticket

6. Leave fuel receipt in document wallet

7. On the last working day of the month please ensure fuel tank is full.

Useful Telephone Numbers - a mobile telephone may be obtained from the Main Office

Breakdown Service:

School Secretary:

SBM:

Police:

APPENDIX F

APPENDIX G

………………………………………SCHOOLAPPLICATION FOR APPROVAL OF NON-RESIDENTIAL

EDUCATIONAL DAY VISIT

1. NAME OF ORGANISER:

2. PLACE(S) TO BE VISITED:

3. LEARNING OBJECTIVES:

4. DATE OF VISIT:

TIME OF DEPARTURE: RETURN TIME: Where the time of return is later than please indicate here the arrangements:

5. MODE OF TRANSPORT:

6. PHONE CONTACT NUMBER DURING VISIT: (It is expected that contact will be available via a mobile phone. Staff may use their own phone or may see the SBM to arrange for a school phone).

7. STAFF ACCOMPANYING THE VISIT:

8. STUDENTS ON VISIT:

Male Numbers: Female Numbers:

9. PLEASE INDICATE CURRENT KNOWLEDGE OF VENUE FOR VISIT:

10. ORGANISER DECLARATION:

I have read appropriate DCSF/LEA Guidance on ‘Health & Safety of Pupils on Educational Visits.

I have checked (or will check before departure) with the school secretary that all students have completed a school visits indemnity form and medical information.

I will be sending a letter to the parents of all students in good time prior to the visit detailing the educational objectives of the visits and the arrangements fro travel and meals.

I will ensure that adequate arrangements for first aid and emergencies are covered.

The offsite risk assessment and other appropriate risk assessments have been completed and are attached.

Students will be given written information about the visit including arrangements for lunch and any specific kit or special clothing that will be needed.

If the visit is across lunch time the kitchens have been informed of the visit.

Students will be briefed about expectations in terms of behaviour and safe action and what to do in the case of an emergency.

I have sent in a transport request at least six weeks before the event.

I will deposit a list of students and staff with the secretary before leaving school and inform him/her on return to school.

SIGNATURE OF ORGANISER: DATE:

11. SCHOOL APPROVAL

SIGNATURE OF HEADTEACHER: DATE: