Minibus User Policy
Original Policy Date:
January 2012
Date Adopted:
January 2014
Date of next review:
January 2016
Name of Responsible Person:
Mr M Roberts
Signed:
_______________________
Chair of Governors
_________________
This policy has been produced in accordance with the Disability
Discrimination Act 2006 and the Special Educational Needs Disability Act
2001, the SEND Code of Practice 2014 and the Children and Families Act
2014. It has been reviewed in accordance with all other school policies and
related Acts, including the 2010 Equality Act.
1|Page
Responsible Person: Business Manager
This policy will be presented to the Governing body for renewal every two years.
General Statement
This policy has been put together to protect the safety and well being of everyone using and being
transported in the school minibus. The school minibus is used to transport pupils to sports fixtures,
a variety of off-site activities (including residential) and for primary liaison. Anyone who drives the
minibus are responsible for the safe transport pupils/ passengers and the general tidiness of the
vehicle. The Business Manager is responsible for making sure the minibus is safe to drive, regular
maintenance checks and annual servicing is carried out, taxation and insurance is in place.
Requests to use the minibus
Arrangements for booking the minibus are co-ordinated through the Assistant Business Manager
and a book is held in the Finance Office to record usage. Under no circumstances should the
minibus be used without following the normal bookings process.
Licencing and insurance requirements
The school minibus is covered by an insurance policy and all drivers must meet the following
criteria:
1. Be an employee of the school, or a ‘volunteer driver’ given prior permission by the school.
2. Hold a current UK driving licence, with category D1*.
3. The driver must be over 21 years of age and under 70 years of age.
4. The driver has not caused an accident/has no outstanding claims /or convictions on their licence
within a period of at least 2 years (previous).
* If the driver does not have a category D1 on their licence, they are not allowed to drive the
school minibus. Licences and insurance details must be provided for all users of the minbus.
Using the minibus
1. The driver must comply with the above licensing requirements before using the minibus.
2. The driver must be comfortable driving the minibus. If not, then the driver should discuss this
with the Business Manager to determine whether it is safe to drive the vehicle. In some cases it
may be necessary for the driver to test drive the vehicle before taking pupils out of school.
3. All users of the minibus are expected to check the vehicle prior to use and upon return,
reporting any defects to the Business Manager immediately.
4. The minibus has a maximum seating capacity of 16 seats plus the driver. Users must not
exceed this capacity as it is against the law to carry more than 16 passengers on the vehicle at
any one time.
2|Page
5. When passengers first board the vehicle the driver should give appropriate safety advice and
remind them that they are expected to use the minibus with due care and consideration.
6. The driver must ensure seat belts are securely fastened at all times for themselves and
passengers whilst the vehicle is moving.
7. When using the minibus for school trips or other activities the user will usually complete a
school trip form and pass this to the Business Manager giving the appropriate information and
prior notice as mentioned on the school trip form.
8. When using the minibus for sports fixtures the user must complete a ‘team sheet’ (refer to
appendix 2) to record pupils being taken off-site. A copy of the team sheet will be kept in the PE
Office and will be available for inspection as and when required. Records will be kept of every
time the vehicle is used and for every off-site sports fixture.
9. Any damage must be reported to the Business Manager as soon as possible after returning the
vehicle. This is to enable repairs to be carried out in a timely manner and if necessary to inform
the insurance company.
10. If the minibus is found in an unacceptable state (i.e. litter, graffiti, discarded food items, etc.)
the user must report this to the Business Manager before they leave the site. The Business
Manager will then check to see who has used the vehicle last and find out why the vehicle has
been left in this way.
11. If the minibus is left in an unacceptable state (i.e. litter, graffiti, discarded food items, etc.) and
the user has not attempted to tidy the vehicle, the faculty concerned will incur a fixed penalty
charge.
12. The Business Manager or Headteacher may prevent staff from using the minibus if there are
concerns about safety or if it is proved that staff have not followed the advice mentioned in this
policy.
13. Staff are not allowed to use the minibus for personal use unless permission is granted, in
advance from the Business Manager or Headteacher.
14. If using the vehicle for long distance travel or for residential purposes a second driver must be
on hand (as cover person) should the first driver become unwell or is unable to drive the
vehicle for any other reason.
15. When the user has finished using the minibus the keys must be returned to the Finance Office
on return to enable other users to use the vehicle.
Upkeep and general maintenance
1.
Staff and pupils are expected to use the minibus with due care and consideration. The vehicle
must not be left in an unacceptable state (i.e. litter, graffiti, discarded food items, etc.) Staff
should ensure the minibus is tidy before handing the keys back.
2.
Staff are responsible for making sure they have sufficient petrol in the vehicle for their journey.
3.
The Caretaker may be required to fill the vehicle with petrol as requested by the Business
Manager.
4.
The Business Manager will arrange to have appropriate insurance and taxation in place.
5.
The Business Manager will ensure servicing is undertaken at least once per year.
3|Page
6.
The minibus may need to be taken out of service for a set period of time to enable repairs to
be carried out or a deep clean to be done.
7.
Maintenance checks will be undertaken at least once per term by Caretaking staff and records
kept. This will include a valet, usually done during a holiday period to minimise disruption.
8.
The minibus will be stored in a safe location (i.e. school garage) and locked securely
overnight.
I CONFIRM THAT I HAVE READ THE MINI-BUS POLICY AND MEET THE INSURANCE AND
LICENCING CRITERIA.
SIGNED:
NAME:
DATE:
4|Page
____________________________________
____________________________________
____________________________________
APPENDIX 1 – CHECKLIST FOR CARETAKERS
MINI-BUS REGISTRATION: __________________________________
DATE OF INSPECTION:
__________________________________
MILEAGE READING:
__________________________________
TYRES:
NO DAMAGE OR FOREIGN OBJECTS EMBEDDED
LIGHTS:
HEADLAMPS WORKING
INDICATORS WORKING
BRAKE LIGHTS
SEAT BELTS WORKING
VALET DONE
PLEASE WALK AROUND THE VEHICLE AND MARK OUT ANY AREAS OF DAMAGE:
SIGNED:
5|Page
DATE:
APPENDIX 2 - SPORTING FIXTURES FORM
Sports Team Sheet
SPORT:
YEAR/HOUSE GROUP:
OPPOSITION:
(DATE)
(TIME)
DATE & TIME
VENUE:
STAFF NAME:
TEAM SQUAD:
You must tick your name if you can play and if you cannot play you must let your
manager know as soon as possible.
6|Page
GUIDANCE NOTES
1.
A school trip is considered to be any activity involving students or staff which requires them to go off-site, whether
this is before, during or after school (including residential trips at half terms) Examples are: theme park, cinema,
theatre, sporting fixtures, trips to other schools, colleges, universities, etc.
2.
A trip proposal form must be completed for every trip. Forms are available from the EVC (i.e. Business Manager).
Staff should seek initial approval for the trip to go ahead before making any arrangements (i.e. placing a booking)
3.
In the case of regular visits (i.e. sporting fixtures) a sporting fixtures form should be completed. On the day of the
trip, before leaving site, the trip organiser should ensure that the information on the form is accurate and placed in
the Fixtures file in the PE Office.
4.
Before placing a booking staff should seek the advice of the Business Manager to ensure that best value is being
obtained. In some cases more than one quotation may be necessary. All calculations/ cost implications must be
checked by the Business Manager for accuracy and before entering into any agreements with pupils, parents, travel
agencies etc.
5.
At least one weeks notice must be given for category A Trips – those within the Wigan Borough and do not include
adventurous activities. These trips can be approved by the EVC and Headteacher.
6.
At least four weeks notice must be given for category B Trips – both inside & outside the Wigan Borough and involve
adventurous activities. These trips can be approved by the EVC and Headteacher but also require notification to
CYPS.
7.
At least six weeks notice must be given for category C Trips – those inside & outside the Wigan Borough and involve
residential /adventurous activities. These trips can be approved by the EVC and Headteacher but also require the
approval of CYPS.
8.
Section six ‘risk assessment’ should be completed prior to the trip taking place. Staff must ensure that pre-visit
preparation details have been completed. If possible a risk assessment pro-forma should be obtained from the
venue provider.
9.
Minibus Bookings should be recorded in the book held in the Finance Office. Transport arrangements should be
administered by the trip organiser and the Finance Office informed. When returning to school the trip organiser
should ensure that the minibus keys are returned to the Finance Office promptly.
10. You must have a category D1 on your licence in order to drive the minibus. (if not, you will need to seek the
Business Manager’s approval for you to drive the minibus)
11. If you are using your own vehicle (i.e. transporting pupils, attending sporting fixtures, visiting pupils on work
experience and school trips) you must provide a valid driving license and insurance certificate showing you have
‘business insurance’. You will not be able to use your own vehicle if you do not have business insurance.
12. Lunch arrangements should be agreed and the relevant persons notified (i.e. kitchen staff/ pupils entitled to free
meal).
13. Staff and pupils details, including emergency contact information should be obtained and attached with the proposal
form.
14. You no longer need to obtain parental consent for each individual trip. Parental consent is obtained ‘once’ to cover a
child’s participation in any activity throughout their time at the school. This information is held in the Finance Office.
You should check that consent has been obtained before taking pupils out of school. Parents should still receive
notification of each trip before it takes place.
15. Staffing implications should be recorded, staff notified and the Head’s PA informed if cover is required.
16. Sections 1, 2, 3, 4, 5 & 6 should be completed in full by the trip organiser. Once Sections 1 – 6 are completed in full,
the proposal form and supporting paperwork should be submitted to the EVC. Section 7 should be completed by the
Business Manager (EVC), Headteacher & Wigan Council (EVC) - if applicable.
17. The EVC will check the details on the proposal form and ensure that all supporting paperwork is attached. The form
will be circulated to the appropriate departments. However if the EVC is not satisfied with the information provided,
the form may be returned to the trip organiser and the trip may be delayed.
18. On the day of the trip the trip organiser should undertake a final check before leaving school to ensure the trip runs
smoothly, (i.e. any amendments to pupils and staff, additional packed lunches required from the kitchen, first aid kit,
emergency procedures etc.) An emergency Grab bag is now located in the minibus. If you are not using the minibus
you must collect an emergency grab bag (i.e. red rucksack bag) from the Finance Office before leaving site.
7|Page