School Bus Program

Policy

The purpose of this policy is to outline the specific roles and responsibilities for schools involved in the provision and management of the School Bus Program (SBP).

Summary

• Parents/carers have primary responsibility for transporting their children to and from school.
• The School Bus Program assists families in rural and regional Victoria by transporting students to school.
• The program services both government and non-government schools.
• School principals must ensure SBP services provided to students at their school are managed in accordance with this policy and the guidance.
• The Department of Transport and Planning administers the SBP in accordance with this policy and the guidance, through contractual arrangements with bus operators.
• The Student Travel Assistance Portal is being progressively rolled out to all SBP networks to ensure the fair and equitable application of the SBP.

Details

Schools must ensure School Bus Program (SBP) services are managed in accordance with the requirements in the Guidance tab.

SBP services are coordinated by a coordinating school, with the principal of that school being the coordinating principal. The coordinating principal is responsible for the SBP services within a particular area or network. All other schools in that area are referred to as client schools. Both coordinating schools and client schools have responsibilities under this policy and the guidance.

The Department of Education (DE) is in the process of rolling out the Student Travel Assistance Portal to all SBP networks. The Student Travel Assistance Portal will remove some of the administrative responsibilities of coordinating and client schools including collecting and processing application forms, maintaining bus rolls and remitting bus fares to the department. Where required, transport decisions for travel applications in the Student Travel Assistance Portal will be made in conjunction with the coordinating principal. More information about the Student Travel Assistance Portal is provided under Administration of the School Bus Program.

Co-ordinating principals must:

1. appoint a member of their school staff to be the bus co-ordinator, unless coordinating the bus services themselves
2. distribute information to families and client schools about SBP services running in the area they are coordinating
3. collect application forms from client schools and assess eligibility, including whether an applicant who is otherwise ineligible falls within a special category that permits them to use a SBP service
4. apply priority of placement where capacity on a SBP service is limited
5. maintain, and provide to bus operators, relevant information about SBP services including the bus roll (i.e. the list of passengers travelling on each SBP service), emergency information, seat allocations, route maps, timetables and standards of behaviour
6. ensure students are aware of the conditions of travel (set out in the application forms) and respond to incidents of inappropriate behaviour on buses
7. ensure families and students using the bus service are informed about how to raise any worries or concerns about their safety on SBP services with school staff
8. notify DE if students are regularly required to stand up in 80 km speed zones
9. report to the Department of Transport and Planning (DTP) operational issues with a bus service including driver conduct issues (other than those relating to incidents, disclosures or suspicions of child abuse, which are addressed in section 10 below)
10. act on any incidents, disclosures or suspicions of child abuse:
    1. follow the Managing and Reporting School Incidents policy, including making a report to the Incident Support and Operations Centre (ISOC)
    2. notify the Student Transport Unit (STU) so that the STU can contact DTP to ensure DTP requires the bus operator to take appropriate steps in response to the incident (which may include reporting the matter to the Commission for Children and Young People under the Reportable Conduct Scheme)
    3. notify the principal of the relevant client school that the student attends
    4. follow advice from STU or other relevant department area on additional required actions
11. report to DTP, STU and client schools any variations to services
12. escalate to STU circumstances which, in the coordinating principal’s view, may establish grounds for additional services, retention of services proposed to be removed, or modifications to services
13. check a bus operator’s quarterly claim for payment and either:
    1. endorse the accuracy of the claim and return it to the bus operator (who submits it to DTP), or
    2. address any inaccuracies with the bus operator
14. notify client schools, operators and families in advance of when bus services will not be running.

If required, bus captains may be appointed by the coordinating school to assist bus drivers in modelling and monitoring student behaviour.

Client schools must:

1. distribute information to families upon enrolment or other inquiry, about SBP services running in the area
2. collect application forms from students at their school and wanting to access a SBP service
3. forward completed application forms to the coordinating school. Applications for bus travel in the next enrolment year must be forwarded to the coordinating school by the end of Term 3. If new families enrol at the school after this time, client schools must forward the completed applications to the coordinating school as early as possible and apply priority of placement
4. collect fares from students at their school who are fare paying travellers
5. ensure supervision of students getting on and off buses at their school.

Definitions

Bus operator
For the purposes of the SBP, a bus operator is a company or sole trader who is contracted by the Department of Transport and Planning (DTP) to operate a school bus service along a specified route. Bus operators must be accredited with Safe Transport Victoria and meet safety obligations under the Bus Safety Act 2009.

Client school
A client school is a school whose students use school buses provided under the SBP but the school does not manage the bus service (this is the responsibility of the coordinating school).

Client school principal
The principal of a client school.

Coordinating principal
The principal of a coordinating school. The responsibilities of a coordinating principal are often delegated to a school bus coordinator.

Coordinating school
A school which is responsible for the management of the local bus network in the SBP.

DE or the department
The Department of Education.

DTP
The Department of Transport and Planning.

PTV
Public Transport Victoria.

School bus network
A school bus network is made up of all the services coordinated by a particular school. The network has one coordinating school and, where applicable, numerous client schools.

Student Transport and Allowances Branch
The Student Transport and Allowances Branch is made up of two units:

• the Conveyance Allowance Unit (CAU), and
• Student Transport Unit (STU)

STU
The Student Transport Unit within the department.

Related policies

• Buses – Owned, Hired or Chartered by a School
• Child Safe Standards
• Conveyance Allowance Program
• Duty of Care
• Private Car Use
• Protecting Children – Reporting and other Legal Obligations
• Students with Disabilities Transport Program
• Traffic Management
• Vehicles (including Buses) – Owned or Hired by a School

Relevant legislation

• Bus Safety Act 2009 (Vic)
• Bus Safety Regulations 2020 (Vic)
• Charter of Human Rights and Responsibilities Act 2006 (Vic)
• Child Wellbeing and Safety Act 2005 (Vic)
• Education and Training Reform Regulations 2017 (Vic)
• Equal Opportunity Act 2010 (Vic)
• Health Records Act 2001 (Vic)
• Ministerial Order 1359 – Implementing the Child Safe Standards – managing the risk of child abuse in schools and school boarding premises (PDF)
• Privacy and Data Protection Act 2014 (Vic)
• Public Administration Act 2004 (Vic)
• Road Safety Act 1986 (Vic)

Guidance

This guidance contains the following chapters:

• Introduction
• Conditions of travel
• Criteria determining eligibility for the School Bus Program
• Ineligible students accessing the School Bus Program
• Administration of the School Bus Program
• Provision of bus services
• Glossary
• Privacy information

Introduction

While parents/carers have primary responsibility for transporting their children to and from school, the School Bus Program (SBP) assists families in rural and regional Victoria by transporting students to school.

The program services both government and non-government schools.

Students wishing to access a seat on a bus must complete an application form and parents/carers must agree to the conditions of travel (which are set out in the relevant application form) including, if applicable, the payment of a fare. Applicants must submit the application form specific to their circumstances. Please refer to the Resources tab to access the relevant application form or download the instructions on how families apply if the network is part of the Student Travel Assistance Portal.

Criteria of eligibility determine whether a student travels at no cost or travels upon the payment of a fare.

The Student Transport Unit of the department sets the policy and provides general transport advice to the department’s regional offices and schools.

The Department of Transport and Planning administers the SBP as directed by this guidance and holds the contracts with bus operators.

The SBP is guided by the relevant parts of the Education and Training Reform Regulations 2017 (Vic) and the Bus Safety Act 2009 (Vic). This guidance detail the specific obligations and duty of care for all parties involved in the provision and management of school bus services.

Conditions of travel

Any person using a school bus service provided as part of the SBP must comply with the conditions of travel. The conditions of travel are specified in the application forms for the service. Please refer to Resources to access the relevant application form.

Criteria determining eligibility for the School Bus Program

This section explains the criteria used to determine if a student is eligible to access the School Bus Program (SBP). To access a school bus service, a student must:

• meet all of the eligibility criteria detailed below – criteria 1, 2 and 3 (eligible student), or
• meet criteria 2 and 3 and be granted an exemption to criteria 1, or
• fall into a special category permitting travel, despite otherwise being ineligible (special category traveller), or
• be permitted to travel upon paying a fare (fare paying traveller).

Eligible students, students granted an exemption and special category travellers access SBP services at no cost.

Public transport

Students are expected to use public transport where a service is available within 1.6km (measured by shortest practicable route) of their home, or where a service is closer or an equal distance to their home than the nearest school bus service. This applies to both students applying to access the SBP at no cost and to fare paying passengers.

Where school and public transport services align, students must be allocated to public transport services prior to school bus services, as long as this ensures a safe and economically responsible outcome.

In making travel allocations the department and the Department of Transport and Planning consider:

• bus loadings and student safety
• student eligibility for transport assistance
• cost implications
• individual cases on their merits.

Student priority of access to services

With some services the demand for seats can exceed the carrying capacity of the bus. In these situations, the following order of priority of access applies:

1. Eligible government and non-government school students previously approved to travel.
2. New eligible government school students.
3. Government school students granted an exemption.
4. Eligible non-government school students.
5. Non-government school students granted an exemption.
6. Ineligible students who are considered a special category traveller.
7. Fare paying travellers who are government and non-government school students.
8. Fare paying travellers who are members of the general public.

The coordinating principal should give preference to students with special needs or those travelling both morning and afternoon five days a week. If after applying these criteria there is more seating available, preference should be given to those who have the greatest distance to travel and to the youngest students.

Change of address or school

If a student changes residential address, a new application must be made to the coordinating school and re-assessed against all criteria.

Eligibility criterion 1 – Nearest appropriate school

Nearest appropriate school is measured by the shortest practicable route, driveable by car, from the student’s residence (not including private driveway) to the school administration gate.

Government schools

To be eligible for the SBP, government school students must attend their nearest school/campus appropriate to their year level.

Non-government schools

To be eligible for the SBP, non-government school students must attend their nearest appropriate school/campus appropriate to their year level.

The nearest ‘appropriate’ school for students attending non-government schools is determined by the denomination of the school. The Education and Training Reform Regulations (ETR) 2017 provide scope for the Minister for Education to provide travel assistance to students attending their nearest ‘appropriate’ non-government school. The 2001 School Bus Review and the Regulatory Impact Statement for the Education and Training Reform Regulations stated that ‘appropriate’ was intended to be ‘appropriate religious denomination’.

Non-government school students will be approved to travel subject to spare seating being available. Once eligible non-government students have been granted access to a service, they have ongoing travel rights that are equal to those of eligible government students until they either finish their schooling or change address.

Upon approval, eligible non-government school students will be allocated to an existing service where spare capacity exists. Students who cannot be seated on existing services may be waitlisted until space becomes available.

Non-government school students cannot, on their own, form a case for additions, retentions or modifications of services.

Exemptions (that is, where students may be considered eligible despite not attending their nearest appropriate government or non-government school)

Students not attending their nearest appropriate government or non-government school may be granted exemption in the circumstances listed below. Siblings will be considered on their own merit on a case-by-case basis.

Students granted exemption in the circumstances listed below cannot, on their own, form a case for additions, retentions or modifications of services.

Lack of accommodation at the nearest appropriate school

If the nearest appropriate school/campus is not a student’s zoned school and the student is refused admission on the grounds the school is at capacity, students attending the next nearest appropriate school will be considered to be attending their nearest school for the purposes of this program.

Evidence of refused entry from all nearer schools is required to be submitted with the application to travel. This is usually in the form of a letter from the principal of each nearer school.

Subject choice for students in Years 11 and 12

Year 11 and 12 students may travel to a more distant school/campus if 2 or more of their chosen subjects, available at the more distant school/campus, are not available at their nearest school/campus. These students will be considered to be attending their nearest school/campus for the purposes of this program.

Evidence that subjects are not provided at the nearer schools/campuses is required and must be submitted with the application to travel to the more distant school. This is usually in the form of a letter from the principal of each nearer school.

Single-sex schools

Students attending their nearest appropriate single-sex school/campus are considered to be attending their nearest school for the purposes of this program.

Attending a DE-recognised accelerated learning program (government schools only)

Students who are attending a Select Entry Accelerated Learning (SEAL) program (previously recognised by DE) are considered to be attending their nearest government school/campus.

Progression through a split campus school

For continuity of education, a student progressing from a junior to senior campus of a government or non-government school is considered to be attending their nearest school/campus irrespective of another government or non-government school of the same year levels being closer.

School amalgamation or opening

Students enrolled at a school/campus that ceases to be their nearest due to an amalgamation or school opening are still considered to be attending their nearest school/campus for the purposes of this program.

Eligibility criterion 2 – Reside 4.8 km or more from the school

To be eligible for the SBP, students must reside 4.8 km or more from the school/campus they attend. This distance is measured by the shortest practicable route, driveable by car, from the student’s residence (not including private driveway) to the school administration gate.

Eligibility criterion 3 – Be of school age and reside in Victoria

Students must reside in Victoria and be eligible to attend school. School is compulsory for all Victorian children aged between 6 and 17 years but children commonly attend school between 5 and 18 years old. In some circumstances, students may be as young as 4 or aged up to 20 and eligible to attend school. Refer to Enrolment for information on age eligibility.

Access to more than one bus service

Students may only access one bus service unless the coordinating principal approves the student’s travel because the student:

• resides at more than one address
• is attending a training program not at the school.

Where connecting bus services or bus interchanges exist, a student may be required to access more than one service to get to their school.

Students who reside at more than one address

Coordinating principals may approve students who reside at more than one address (that is, in a shared custody arrangement) to access a bus service from one or both of their addresses.

If a student is eligible for a school bus service from one of their residential addresses or the student is attending their nearest school but resides less than 4.8 km from the school from one of their residential addresses, they may be permitted to access a bus service from either one or both of their residential addresses at no cost.

A student not meeting the eligibility criteria from either address, may still be able to access a service as an ineligible traveller, either as:

• a fare paying traveller
• a special category traveller (see section ‘Special category travellers’).

Priority of access to the service/s must be allocated according to the student’s eligibility status from each address. As students travelling under these arrangements will not be accessing either service/s full time, coordinating principals need to consider the priority of access to services advice where spare capacity is limited.

Each student only counts as one eligible student over the whole network. A student may therefore only contribute to a case for the addition, modification or retention of the service from their primary address which must be eligible. In situations where there is an equal time spent at each address, the parents/carers must specify a primary address.

Offsite training

A student may request permission to access more than one service to attend a registered training organisation or other department-recognised training program that requires them to commute to an alternative location (for example, Vocational Education and Training (VET) or other senior certificate pathways).

Coordinating principals may approve students attending offsite training to access 2 bus services.

Consideration may be given on a case-by-case basis to alter bus services for government school students attending an alternative education setting (refer to section Provision of bus services: Extensions and variations to existing services).

Ineligible travellers accessing the School Bus Program

Special category travellers

The coordinating principal may approve applications from ineligible travellers to access a school bus service if they fall within one of the special categories below. Special category travellers are able to travel at no cost. The exemptions are limited and specific and detailed below.

The coordinating principal determines which special category travellers have priority of access. The coordinating principal should give preference to students with special needs or those travelling both morning and afternoon 5 days a week. If after applying these criteria there is more seating available, preference should be given to those who have the greatest distance to travel and to the youngest students.

Special category travellers cannot form part of a case for additions, retentions or modifications of services.

Students reside less than 4.8 km from the nearest school

A government or non-government school student attending the nearest appropriate school for which admission is available and who resides less than 4.8 km from that school may be able to travel at no cost on the school bus as a special category traveller. The coordinating principal may approve an application to travel as a special category traveller subject to all the following conditions:

• the student lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times
• seating is available on the service after all eligible students have been accommodated
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• the student intends to use the bus service daily
• the Department of Transport and Planning (DTP) incurs no additional cost
• a parent/carer provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service.

Post-secondary students and apprentices

The following categories of post-secondary students and apprentices may be permitted to travel as a special category traveller, at no cost, on a school bus service:

• students undertaking further education or training courses, such as university, TAFE or adult and community education
• apprentices who are required to attend school
• students enrolled in an accredited course of study or an approved course for the unemployed, who live 4.8 km or more from the education and training provider.

The coordinating principal may approve an application to travel as a special category traveller subject to all the following conditions being met:

• the student lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times
• seating is available on the service after all eligible students have been accommodated
• the student/apprentice (and parent/carer if under 18 years of age) accepts the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost
• the student/apprentice (or parent/carer if under 18 years of age) provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service.

Before approving an application to travel from a post-secondary student or apprentice, the coordinating principal must undertake a suitable reference check.

A verbal reference check (from the student’s nominee) will normally be acceptable for:

• students or apprentices aged under 18 years of age
• students aged 18 or over who are progressing from school directly to further education or training
• recent arrivals to Australia
• those aged over 18 years of age who have not had a break in their education or training of 2 or more years of whom the coordinating principal considers not to be a risk to other students on the bus.

Those who have had a break of 2 or more years from attending school full time are considered members of the general public and must satisfy the conditions applicable to members of the general public set out below in the guidance on fare paying travellers.

The coordinating principal must keep a written record of any reference check.

When an application is approved the student’s/apprentice’s name will be added to the bus roll. Prior to boarding the vehicle, the student/apprentice may be required to provide identification to the bus driver. If a bus seat is not currently available, the student will be placed on a waiting list, which is to be monitored by the coordinating principal.

Post-secondary students and apprentices must reapply to access school bus services each term.

Pre-school students

Pre-school students who have turned 4 years of age may be permitted to travel as a special category traveller, at no cost, on a school bus service. The coordinating principal may approve an application to travel subject to all the following conditions being met:

• seating is available on the service after all eligible students have been accommodated
• the student’s parent/carer accepts the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost
• a parent/carer provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access to travel or a smaller vehicle is engaged for the service
• a parent/carer of the applicant provides written confirmation to the coordinating principal that the child is independently able to travel on a bus
• the pre-school teacher provides written confirmation to the coordinating principal that the child is independently able to travel on a bus and that an adult arranged by the pre-school teacher will escort the child between the bus stop and the pre-school in the morning and afternoon. Bus drivers are not permitted to escort students from the bus to the pre-school.

Once a pre-school student transitions to school they must submit a new application to travel.

Interstate students

Each Australian state is responsible for the school transport of students residing in that state.

Interstate students attending Victorian schools

Students who reside interstate but attend Victorian schools may be permitted to travel as a special category traveller, at no cost, on a Victorian school bus service. The coordinating principal may approve an application to travel subject to all the following conditions:

• the student is attending their nearest appropriate school
• the student lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times
• seating is available on the service after all eligible students have been accommodated
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• a parent/carer provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service
• parents/carer understand that interstate students form no case for the extension, retention or variation to existing services
• DTP incurs no additional cost.

Victorian students attending interstate schools

Students who reside in Victoria but attend schools that are interstate may access a Victorian school bus service travelling to interstate schools at no cost provided they are attending their nearest appropriate school and reside at least 4.8 km from the school. Victorian students who wish to access a Victorian school bus travelling to an interstate school that is not their nearest appropriate school are required to pay a fare.

Interstate students attending interstate schools

Students who reside interstate may access Victorian school bus services that are travelling to interstate schools at no cost. Access is at the discretion of the coordinating principal.

Ad-hoc student passengers

A student travelling on an occasional basis (for example, if a parent is unable to drive them to/from school due to an appointment), may be permitted to access the school bus at no cost. The coordinating principal may approve an application to travel subject to all the following conditions:

• student(s) will not disadvantage other passengers or result in an unacceptable bus loading
• the carriage of ad-hoc students does not result in the necessity for bus travellers to stand while the bus is travelling in a speed zone of more than 80kp/h
• the student accepts the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost.

The coordinating principal is responsible for ensuring the daily bus rolls reflect any ad-hoc travellers. Ad-hoc travel is at the coordinating principal’s discretion to approve or decline.

Siblings of eligible bus users

A student who wishes to attend a school other than their nearest may be granted permission by the coordinating principal to travel on a school bus, as a special category traveller, where an older, eligible sibling is enrolled at the school they wish to attend. Sibling requests are considered on a case-by-case basis. The coordinating principal may approve an application for permission to access the bus subject to all the following conditions:

• the older sibling is still attending the school at the time of application
• the older sibling is eligible to access the school bus and does not access a school bus service as a special category traveller or fare paying traveller
• the younger sibling resides 4.8 km or more from any nearer school
• seating is available on the service after all eligible students have been accommodated
• the younger sibling lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times.

Teachers

Teachers may be permitted to travel on a school bus service as a special category traveller. The coordinating principal may approve an application to travel subject to all the following conditions:

• seating is available on the service after all eligible students have been accommodated
• the teacher agrees to meet and help implement the conditions of travel
• the teacher assists the driver and bus captains (if appointed) in supervising students on the bus
• DTP incurs no additional cost
• the teacher provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service.

Special categories applicable to government school students only

Students residing 4.8 km or more from a bus route to their nearest government school

Students residing 4.8 km or more from a bus route to their nearest government school may be permitted to travel at no cost on a service with a bus stop closer to their residence travelling to an alternative school. The alternative service may take the student to the next nearest school or further if no service to the next nearest school is available. The coordinating principal may approve an application to travel subject to all the following conditions:

• the student must be attending a government school
• the student must meet the standard eligibility criteria
• seating is available on the service after all eligible students have been accommodated
• the student lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost.

If a service to the nearest school is expanded and becomes the closer service than the one used under this special category, students travelling as special category travellers may continue to access the service until they have completed their time at the alternative school. New applications are subject to standard eligibility criteria.

If the nearest school gains a service, students not attending their nearest school are eligible to continue to access the service to the next nearest school until they have completed their time at the school. New applications are subject to standard eligibility criteria.

Students travelling beyond their next nearest school (to which there is a bus service running) can do so upon payment of a fare. Refer to the section on this page on 'Ineligible passengers required to pay a fare'.

Below are illustrated examples to assist in understanding when a student may fall into this category.

In this illustration, School A is the nearest school and School B is the next nearest school.

In this illustration, School A is the nearest school and School B is the next nearest school.

Unsupervised government primary schools

Some bus services may pass a government primary school before staff are in attendance. As no supervision can be provided at the time students would be dropped off, coordinating principals may approve an application to travel at no cost to an alternative school. The alternative service may take the student to the next nearest primary school or further if no supervision at the next nearest school is available. The coordinating principal may approve an application subject to all the following conditions:

• seating is available on the service after all eligible students have been accommodated
• the student lives at least 1.6 km from a public transport service that could provide convenient access to and from their school at appropriate times
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost
• the unsupervised primary school has provided written confirmation to the coordinating school that they are not willing or able to provide supervision before a particular time.

If the nearest government primary school implements supervision arrangements, current students not attending their nearest school are eligible to continue to do so until they have completed their primary school education. New applications are subject to standard eligibility criteria.

Below is an illustrated example to assist in understanding when a student may fall into this category.

In this illustration, School A is the nearest school and School B is the further school.

Sibling entitlement of students approved as a special category traveller

Approval of a student as a special category traveller only applies to the child in a family for whom the approval was sought. Requests for approval as a special category traveller are assessed by the coordinating principal on a case-by-case basis. Siblings of students approved as a special category traveller are not automatically approved as a special category traveller. Each family member wishing to access a school bus service must submit a separate application to the coordinating school.

Refer to the section headed 'Special Category Travellers — Case Studies' for examples and diagrams of situations in which a student may be approved as a special category traveller.

Ineligible passengers required to pay a fare

Students (and other individuals) who do not meet the eligibility criteria and/or do not qualify as a special category traveller may be able to access a school bus service upon payment of a fare. Fare paying travellers must pay the appropriate term fare in advance of travel to their school’s bus coordinator or delegate. For networks in the Student Travel Assistance Portal, fares are paid by families via an online payment system when they apply for travel.

Client schools must forward collected fares to their coordinating school together with the ‘Fare Remittance Advice Form’ containing details of fares paid on behalf of students at the client school.

Coordinating schools must then pay the collected fares on behalf of the school bus network.

To make payment via EFT:

DE Revenue Acct, Westpac
BSB 033-222 Account number 190007

Please ensure the school's name and ‘bus fares’ are included in the payment description.

Please also send an e-mail to: cashmanagement@education.vic.gov.au and student.transport@education.vic.gov.au with:

• the school's name, amount and reason for transfer (School Bus Program fares)
• a copy of the completed Fare Remittance Advice Form.

The bus fare for 2024 is $125 per term.

The fare is a flat rate regardless of the frequency of travel.

The general public may also access the bus upon payment of a fare.

Fare paying passengers have the lowest priority of access to the bus. Student fare paying passengers have priority of access over non-student fare paying passengers (for example, general public travellers).

A fare paying passenger retains access to the bus service provided spare capacity is available, the appropriate fare is paid in advance and they continue to reside at the address listed in their application. Permission to travel and payment is on a term-by-term basis. Should the bus reach capacity, fare paying passengers must relinquish their seats to non-fare paying passengers.

Fare paying passengers cannot form part of a case for additions, retentions or modifications of services.

Students attending their next nearest government school

If a government school student who is eligible for transport assistance to their nearest government school wants to access a bus service to their next nearest government school and does not meet the criteria for an exemption or special category traveller, they may be able to access a bus service to their next nearest government school upon payment of a fare. The coordinating principal may approve an application to travel subject to all the following conditions:

• the term fare is paid prior to commencing travel
• seating is available on the service after all students with a higher priority of access to services have been accommodated
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost
• a parent/carer provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service.

Students attending their next nearest non-government school

A non-government student who does not meet the criteria for an exemption or special category traveller may be able to access a bus service to the next nearest appropriate school upon payment of a fare. The coordinating principal may approve travel subject to all the following conditions:

• the term fare is paid prior to commencing travel
• seating is available on the service after all students with a higher priority of access to services have been accommodated
• the student and the student’s parent/carer accept the conditions of travel and the authority of the coordinating principal
• DTP incurs no additional cost
• a parent/carer provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access or a smaller vehicle is engaged for the service.

General public

The general public may be permitted to travel on a school bus service upon payment of a fare. An application to travel must be forwarded to the coordinating principal who may approve it subject to the following conditions:

• the person lives at least 1.6 km from suitable public transport
• seating is available on the service after all students with a higher priority of access to services have been accommodated
• the applicant (and the parent/carer if under 18 years of age) accepts the conditions of travel and the authority of the coordinating principal
• the term fare is paid in advance of travel
• DTP incurs no additional cost
• the applicant (or parent/carer if under 18 years of age) provides a written undertaking to the coordinating principal that other transport arrangements will be made if seating becomes insufficient due to an increase in the number of students with a higher priority of access to travel or a smaller vehicle is engaged for the service.

No ad-hoc travel is to be provided to members of the general public.

To protect the safety of all travelling students, a non-school passenger is required to provide to the coordinating principal with a Working with Children check.

The coordinating principal has the discretion to withdraw approval for a member of the public to travel on a school bus service where the coordinating principal considers that necessary to ensure the safety and wellbeing of students travelling on the service.

Insufficient seating capacity

If there is no longer sufficient bus seating capacity to accommodate fare paying passengers, the coordinating principal must advise:

• the principals of all schools with students who are fare paying travellers using the bus service
• any members of the public who are fare paying travellers using the bus service.

The client school principal must advise a student’s parent/carer in writing prior to the completion of the current term.

The bus operator will make the final determination on the safe carrying capacity of the bus and must immediately inform the coordinating principal of capacity issues so that the coordinating principal can take appropriate action.

Other exceptional circumstances or appeals or special cases

Making an application

Parents/carers wishing to apply for special consideration or appeal a transport decision must make an application through their school using the following form:

• Transport special case consideration application form (DOCX)

Government schools who receive a written application from a parent/carer must:

• first, have the application endorsed by their regional office (that is, by the area executive director or regional director)
• secondly, submit the application and regional endorsement to the STU at student.transport@education.vic.gov.au

Non-government schools’ applications do not require regional endorsement and can be submitted directly by emailing student.transport@education.vic.gov.au

To appeal or seek special case consideration, applications must be made by the dates set out below under ‘Application closure dates and panel sitting dates’.

When are special case applications considered?

Special case applications will be considered by the STU in the following circumstances:

• a student has commenced the final year of the school they attend and changes residential address
• a student is the subject of a specific court order stipulating the student must continue their education at a particular location (copy of court order is required with the application)
• a student has moved school for reasons of:
  • genuine concern for personal safety or for the safety of other students (documentation from the original school of enrolment and the student welfare coordinator will be required to support the special consideration; information will be also accepted from external welfare agencies)
  • consistent with the staged approach recommended in the Student Engagement policy and guidance, the school has developed flexible learning options for the student, which may include the transfer of a student to another school setting (this does not include intercampus movements). This recommendation must be supported by the relevant department regional director and the 2 principals of the schools involved in the student transfer.

STU endeavours to complete its consideration of the application within the term in which it is made.

Transport Special Case Consideration Panel

In all other circumstances, or if the STU determines that an application is particularly complex in nature, the STU will refer the application to an independent panel known as the Transport Special Cases Consideration Panel (the Panel).

The Panel is convened by the department’s Chief Finance Officer. Representation on the panel includes members from the Student Transport and Allowances Branch, practising principals, a representative from the department’s Wellbeing Health and Engagement Divisions, and a representative from DTP.

The Panel meets each month during Term 1 and at least once per term thereafter. Prior to a panel hearing, the STU may seek further advice from the lodging government school’s department regional director. The student’s application must include applicable supporting documentation such as recommendations from the school’s student support group, and any individual education plan, behaviour support plans or other student support plans.

Incomplete applications will not be processed; the STU will contact the lodging school and request further information prior to submission of the case to the Panel.

Transport assistance is not available to a student until such time as the Panel meets and considers their application.

All recommendations of the Panel are forwarded to the department’s Deputy Secretary, Financial Policy and Infrastructure Services, for approval.

The STU informs schools of the Panel’s decision approximately 3 weeks after the Panel meets.

Schools must inform families of the Panel’s decision.

Application closure dates and panel sitting dates

In 2024, applications for appeals and special consideration, and the corresponding Panel sitting dates, are as follows.

Conditions of special case approval

The following applies to special case approval:

• Special case approval is limited to the student and transport service involved in the application.
• Special case approval will cease if the student moves residential address, changes school or transport mode, unless the student meets eligibility requirements following the change.
• Special case approval is not automatic. Each case will be considered on merit with reference to the transport infrastructure in the area.

Administration of the School Bus Program

Delivery of the School Bus Program (SBP) involves government and non-government schools, bus operators, the department’s Student Transport Unit (STU) and regional offices and the Department of Transport and Planning (DTP).

Student Travel Assistance Portal

To better support administration of the SBP, the Student Travel Assistance Portal, an online tool, was developed to:

• reduce the administrative burden on schools
• provide parents and carers with greater control of their children’s travel and a complete line of sight to the application and assessment process
• improve emergency management, capacity management and responsiveness
• optimise school bus services.

The Student Travel Assistance Portal will progressively roll out to all SBP networks. The STU will communicate with schools and provide them with training prior to their transition to the Student Travel Assistance Portal.

Resources for existing schools utilising the Student Travel Assistance Portal are available on the Resources tab.

The below shows the roles and responsibilities of schools, bus operators, the STU, DE regional offices, and the DTP at a high level. As more networks transition to the Student Travel Assistance Portal, the roles and responsibilities of schools will change. For example, schools that have transitioned to the Student Travel Assistance Portal will have significantly reduced administrative workload and will not be required to process applications, assess eligibility, or collect fares. Where required, transport decisions for travel applications in the Student Travel Assistance Portal will be made in conjunction with the coordinating principal.

Schools

• Communication (with students and families)
• Eligibility determination*
• Fare collection*
• Planning service needs
• Emergency management
• Transport Special Cases Consideration Panel

*Not required for schools transitioned to the Student Travel Assistance Portal

Bus operators

• Planning service needs
• Contracting, delivering, and managing service provision
• Emergency management

Students and parents or carers

• Adhere to the Conditions of Travel
• Notify the enrolled school of any change in travel arrangements
• Pay a fare in advance of travel if ineligible
• Take responsibility for transportation to/from an approved bus stop and safety at the bus stop

DE Student Transport Unit

• Policy
• Planning service needs
• Funding program
• Reviewing compliance
• Emergency management
• Transport Special Cases Consideration Panel

DE regional offices

• Planning service needs
• Emergency management
• Transport Special Cases Consideration Panel

Department of Transport and Planning

• Policy
• Planning service needs
• Contracting, delivering, and managing service provision
• Funding program
• Reviewing compliance
• Emergency management
• Transport Special Cases Consideration Panel

It is important to note that all groups in the provision and management of the SBP have responsibility and obligations under the Child Safe Standards, the Road Safety Act 1986 (Vic) and Bus Safety Act 2009 (Vic).

It is each party’s responsibility to know and act on their obligations regarding duty of care and taking steps to eliminate risks to health and safety arising from the provision of school bus services.

Emergency management

Each school in developing its emergency management plan should ensure the plan includes emergency procedures in the event of a breakdown, accident, bushfire and other emergency situations. All school emergency management plans must be consistent with the plans of bus operators providing services in a local network.

Emergency procedures for student transport must be established in consultation with bus operators and client schools. If required, the department’s regional offices, DTP, Country Fire Authority (CFA), Victoria Police, VicRoads and other emergency services may also be involved in establishing emergency procedures.

In addition, the department’s Security Emergency Management Division, the STU and DTP have developed specific emergency management procedures to be used for the School Bus Program. It is important that all groups involved in the administration of the School Bus Program familiarise themselves with these procedures and follow them in the event of an emergency. The School Bus Program Emergency Management Operational Guidelines are available in the Resources tab.

Responsibilities of coordinating schools

Travel approval

All schools accessing the SBP are responsible for distributing eligibility information and application forms to their students and parents/carers. All application forms and eligibility guides are available in the Resources tab.

Coordinating principals, or their delegate (bus coordinator), are responsible for coordinating and assessing all applications to travel on school bus services in their network. This includes students attending government and non-government schools. Coordinating principals determine whether students are eligible to travel at no cost or upon payment of a fare.

Both coordinating and client school principals must collect applications to travel from students at their school. Applications must be in the form prescribed by the department and available in the Resources tab. It is the responsibility of the client school principal to forward all applications to the coordinating principal by the end of Term 3 in the year prior to attendance. Late applications may be accepted at the discretion of the coordinating principal. Students requiring bus transport less than 5 days a week must specify their travel arrangements in their application.

Parents/carers must be advised in writing of the outcome of their application at the earliest possible convenience. Notification of unsuccessful applications should be prioritised to provide maximum time to review the choice of school or to make alternative arrangements.

Bus fares

Coordinating schools must collect from client schools all fares from fare paying travellers and provide payments to STU.

Confirmed traveller loadings

The coordinating principal must submit their annual confirmed traveller loading data for their bus network to the STU by the end of Term 1 each year. This report details the number of students confirmed to travel on each service in the current year. It is essential that this information is maintained and up to date.

Schools that fail to provide their confirmed traveller loading data may be subject to a department policy compliance review.

Loading issues, including changes in bus patronage, should be reported to the STU and DTP by the coordinating principal as they arise. In reporting any loading issues, coordinating principals are encouraged to work with the STU and DTP to implement temporary arrangements and long term solutions, which may include the arrangements set out in Provision of Bus Services.

The STU will work with DTP and the bus operator where services may be affected.

Data collection and procedures

The coordinating school must adhere to the department’s privacy and information security policies in the collection, management and storage of personal information.

Coordinating principals must collate and maintain the following up-to-date information on behalf of the STU and DTP and distribute it to all bus operators:

• route and passenger details:
  • a roll or database of approved passengers based on approved applications to travel (including any ad-hoc passengers)
  • students’ residential addresses
  • authorised bus stops
  • emergency contact information for each passenger
  • medical information for each passenger – as required
  • name of the bus captain or bus captains (if appointed)
• route maps:
  • a map of the approved route or routes showing a list of the authorised bus stops for each service and the overnight bus garage location
• timetable:
  • a bus timetable with scheduled departure and arrival times for the school or schools and all authorized bus stops on the route
• emergency procedures:
  • the procedures to be adopted in the event of a breakdown, accident, bushfire, or other emergency
• standards of behaviour:
  • expectations of passengers and bus captains (if appointed).

Risk management and incident reporting – health and safety

A duty of care is owed to students accessing government-funded bus services. All staff must continually assess, mitigate, treat and monitor risks that may be associated with bus travel such as:

• the actual or potential for challenging behaviours during transit
• the actual or potential for conflict between students
• the ability of students to board and alight from the bus
• the actual or potential hazards surrounding the location of the bus stop.

Coordinating schools must treat any risk raised by the bus operator or any other party seriously. Where a risk is identified, principals must apply the department’s Risk Management Framework and document their actions and follow up. The framework will assist with the process of identification, assessment, monitoring and treatment to eliminate risks to health and safety.

The bus operator must be invited to participate in the risk management process and may be a source of expert advice.

If there is an incident or near miss involving a bus service, schools must immediately refer to their emergency management plan on whether the incident is notifiable and what steps the school should take.

Risk management and incident reporting – Child Safe Standards

The Child Safe Standards are legislated requirements to protect children and young people from harm and abuse. Registered schools and transport services for children are both required to comply with the Child Safe Standards.

Coordinating school principals must ensure families and students using the bus service are informed about how to raise any worries or concerns about their safety on SBP services with school staff.

If there are any incidents, disclosures or suspicions of child abuse in the course of students travelling to or from school (either in transit, to/from the bus stop or while waiting for the bus), the coordinating school principal must take action:

1. follow the Managing and Reporting School Incidents policy, including making a report to the Incident Support and Operations Centre (ISOC)
2. notify the Student Transport Unit (STU) so that the STU can contact DTP to ensure DTP requires the bus operator to take appropriate steps in response to the incident (which may include reporting the matter to the Commission for Children and Young People under the Reportable Conduct Scheme)
3. notify the principal of the relevant client school that the student attends.

Student behaviour on school buses

The coordinating principal is responsible for the communication of acceptable standards of behaviour on school buses to students and families and has the authority to take disciplinary measures for misbehaviour, including temporary or permanent suspension from bus travel.

Coordinating principals are also responsible for investigating complaints and may issue a Notice of concern – behaviour to a student or parent/carer if they are sufficiently concerned about a student’s behaviour. The coordinating principal must also notify the student’s client school principal to enable behaviour support planning for the student and safety planning for other affected students.

Coordinating principals must ensure adequate and up-to-date documentation, such as reports of misbehaviour on a school bus service which may inform disciplinary decisions, are maintained.

Coordinating principals must provide any subsequent and formal advice of a student suspension from bus travel to the:

• STU
• bus operator and the driver of the bus service
• school or registered training organisation the student attends.

The school (coordinating or client) is then to provide the advice to the student and his or her parents/carers.

During a period of suspension, a student’s transport is the responsibility of their parent/carer.

Supervision

A member of staff must be on duty to supervise students during the arrival and departure of school buses at school and bus interchanges beyond the school.

At bus service feeder interchanges (buses meet en route) beyond the school, buses should be scheduled so that they arrive and depart the interchange at the same time. Buses should always remain stationary while students are transferring between services.

Parents/carers are responsible for transporting their children to and from designated bus stops and for their safety at the bus stop while waiting for the bus.

Unauthorised student passengers

Bus drivers are obligated to accept any unauthorised student passengers who present at a bus stop and are unaccompanied by a parent/carer. Bus drivers must report the unauthorised passenger to the coordinating principal once the bus arrives at school.

If the unauthorised passenger is from the coordinating school, the coordinating principal must contact the unauthorised passenger’s parents/carers and inform them that their child will not be permitted on the afternoon bus service and they have responsibility for organising their child’s transport home.

Alternatively, if the unauthorised passenger is from a client school, the coordinating principal must contact the client school principal and advise the unauthorised passenger will not be permitted on the afternoon service. The client school principal must inform the unauthorised passenger’s parents/carers that their child is not permitted on the afternoon service and they have responsibility for organising their child’s transport home.

If the unauthorised passenger presents at the bus for the afternoon service, bus operators are not obligated to carry unauthorised passengers from the school and are only required to liaise with coordinating schools.

Continued unauthorised student passengers are to be reported by the bus operator to the coordinating principal, DTP and STU for investigation and prompt resolution.

Communication with client schools

The coordinating principal must provide the following information to the principal of each client school:

• bus rolls
• route maps
• timetables
• relevant procedures
• conditions of travel (included in the application to travel)
• emergency contact details for the school’s students who travel on a school bus.

The coordinating principal must inform client schools of contract variations, temporary service variations, early closure times (e.g. end of term) and pupil free days where bus services will be affected. Where planned, notification of planned changes should occur prior to the start of the next school term.

Communication with parents/carers

All schools are responsible for communicating the travel options that exist in the area to parents at enrolment to their school. Schools must familiarise themselves with the SBP in order to respond to general enquiries made by parents about the program.

Principals of coordinating and client schools must keep parents/carers informed about school bus service arrangements, school bus safety education and the obligations of parents/carers.

Coordinating principals must provide advice to parents/carers of when bus services will not be running. Where planned, notification of planned changes should occur prior to the start of the next school term.

When a student is new to a school bus service, parents/carers must be provided with the following documents:

• a bus timetable with scheduled departure times for all stops on the route
• procedures to be adopted in the event of a breakdown, accident, bushfire, or any other emergency.

Parents/carers must be notified of any misbehaviour and advised that the travel arrangements for a student suspended or permanently removed from a school bus service are their responsibility.

Principals must emphasise that it is the responsibility of parents/carers to list their child’s medical conditions on the application to travel. The parents/carers will agree on a suitable medical management plan with the coordinating principal. Where appropriate, the coordinating principal should provide the bus operator with details of the medical condition and how to appropriately respond should it be required.

Parents/carers must be informed that bus drivers are not medically trained and are not expected to perform any medical intervention.

Client schools must take steps to ensure they have up to date contact details for parents/carers and communicate those details to the coordinating school to be used in the event of an emergency.

Communication with DTP and DE

The coordinating principal may raise operational issues directly with DTP however the STU must be advised of any major issue that may affect students or the provision of a bus service.

Requests for new services, service variations, safety-related issues and continuity of service matters must be forwarded to the STU for consideration and endorsement prior to submission to DTP. Refer to Provision of bus services.

Reporting bus operator and driver conduct

The coordinating principal must report the following to DTP:

• failure of a bus operator to provide a service on a particular day or days
• regular lack of punctuality according to the timetable (taking into consideration that punctuality is dependent upon the timely dismissal of students in the afternoons)
• an unauthorised substitution of a vehicle
• an accident directly, indirectly or incidentally related to the operation of a SBP vehicle
• a bus operator who does not keep the interior of the vehicle or vehicles clean
• use of an unsuitable or unsafe vehicle, or a vehicle that repeatedly suffers mechanical difficulties
• the death of a bus operator.

The coordinating principal must report the following to STU:

• any incidents, disclosures or suspicions of child abuse involving a driver (noting that all School Bus Program operators are required to adhere to the Child Safe Standards)
• an offence allegedly committed by a bus operator or a driver and any subsequent police or court action
• concerns about the suitability of a driver.

Temporary service variations

The coordinating principal must report any temporary service variations, including any variation to kilometres travelled or vehicle used, to the STU, DTP and each school whose students travel on the affected service.

Temporary service variations often relate to route or vehicle alterations in unforeseen circumstances. A temporary service variation to a route may be needed in response to flooding, bridge closure, road maintenance, or bushfire. A revised route should be determined in consultation with the bus operator, DTP and VicRoads/local council.

Maintaining a bus service

Coordinating principals must report to the STU and DTP any instances where students on a lightly loaded service can be transferred and safely accommodated on alternative services, or where there are or will be less than eight eligible students using a service.

Communication with bus operators

The following information must be provided in writing to the bus operator by the coordinating principal:

• a full and current bus roll of students approved to travel on a service
• the name of any students suspended from using the school bus service and the length of the suspension
• any approved changes to bus routes and/or timetables
• the names of ineligible students and members of the public approved to travel on the service
• any alterations to the bus roll
• changes in bus captains (if appointed)
• any seat allocations
• changes to school timetables (including early closure times and pupil free days) within a reasonable time period
• emergency procedures and contact details.

The bus operator is responsible for providing this information to drivers.

Authorising bus operator payments

Bus operators must submit a quarterly contractor payment claim form to the coordinating principal. The coordinating principal must check all details including student numbers, days operated, vehicle and driver details. If these details are correct, the coordinating principal can endorse the claim for payment. Endorsement must be provided within 2 days of receipt of the invoice. The bus operator is then responsible for forwarding the endorsed payment claim form to DTP for payment.

Should the payment claim form be rejected due to errors or admissions, coordinating principals should escalate the matter to STU. The STU will work with DTP to have the claim form reviewed and or resubmitted with the correct information.

Responsibilities of client schools

Travel approval

All schools accessing the SBP are responsible for distributing eligibility information and application forms to their students. All application forms and eligibility guides are available on the Resources tab.

Client school principals must collect applications to travel from students at their school. Applications are then to be forwarded to the coordinating principal for assessment.

Applications must be sent to the coordinating principal by the end of Term 3 in the year prior to attendance. Applications must be in the form prescribed by the department and are available to download from the Resources tab. Late applications may be accepted at the discretion of the coordinating principal. Students requiring bus transport less than five days a week must specify their travel arrangements in their application.

Parents/carers must be advised in writing of the outcome of their application at the earliest possible convenience. Notification of unsuccessful applications should be prioritised to provide maximum time to review the choice of school or to make alternative arrangements.

Client school principals must communicate any change in approved traveller address or students no longer travelling to the coordinating school.

Bus fares

Client schools must collect fares from students at their schools who are fare paying travellers and provide payments to the coordinating school together with the fare remittance form.

Anticipated changes in traveller demands

Client school principals must inform the coordinating school if they anticipate any significant increase or decrease in demand for bus services as early as possible or prior to the end of Term 3 if for the following year.

Supervision

A member of staff must be on duty to supervise students during the arrival and departure of school buses at school and at interchanges beyond the school. At interchanges beyond the school, buses should be scheduled so that they arrive and depart the interchange at the same time. Buses must always remain stationary while students are transferring between services.

Parents/carers are responsible for transporting their children to and from designated bus stops and for their safety at the bus stop while waiting for the bus.

Unauthorised student passengers

Bus drivers are obligated to accept any unauthorised student passengers who present at a bus stop and are unaccompanied by a parent/carer. Bus drivers must report the unauthorised passenger to the coordinating principal once the bus arrives at school.

If the unauthorised passenger is from a client school, the coordinating principal will contact the client school principal and inform them that the unauthorised passenger is not permitted on the afternoon bus service. The client school principal must inform the unauthorised passenger’s parents/carers that their child is not permitted on the afternoon service and that they have responsibility for organising their child’s transport home.

If the unauthorised passenger presents at the bus for the afternoon service, bus operators are not obligated to liaise with client schools or carry unauthorised passengers from the school.

Continued unauthorised student passengers are to be reported by the bus operator to the coordinating principal, DTP and STU for investigation and prompt resolution.

Communication with parents/carers

Schools are responsible for communicating the travel options that exist in the area to parents at enrolment. Schools must familiarise themselves with the policy to respond to general enquiries made by parents about the program.

Responsibilities of bus operators

Under the Bus Safety Act 2009 (Vic) (the Act), operators of buses or vehicles with more than 12 seats (including that of the driver) must be accredited by Safe Transport Victoria (refer to the Buses – Owned, Hired or Chartered by a School policy. Operators must display the number plates showing the appropriate accredited service category and their accreditation number.

The Act requires bus operators to take steps to eliminate the risks to health and safety arising from the provision of bus services. Obligations under the Act have been incorporated into the contracts between the bus operators and DTP (contract holders for the School Bus Program services).

Operators are required to:

• ensure that drivers are licensed in line with the Act and VicRoads requirements
• ensure that drivers are suitable to be undertaking child-related work and have a current Working with Children Clearance
• have a zero alcohol and drug policy for bus drivers while engaged in delivery of a service
• advise schools if any risk arises during the delivery of a service or at a bus stop
• comply with the Child Safe Standards.

The Bus Safety Regulations 2020 (Vic) also provide additional specific obligations for notification of incidents and near misses.

Bus operators are required to provide services in line with applicable legislation, their contract with DTP and this guidance.

Under the provisions of the Public Administration Act 2004 (Vic), a government school teacher is not permitted to hold, or have an interest in, a school bus contract without written permission of the department.

Reporting

Through the completion and submission of the Form 7: Notice of Concern — Behaviour (DOCX) (also available in Resources) bus operators and drivers are required to report to the coordinating principal all instances of student misbehaviour and any action taken/to be taken in response to the misbehaviour including recommendations for changes to seating allocations.

Coordinating principals are to work with bus operators and or drivers to address matters raised through the notice of concern form. This may include meeting with bus operators and drivers to discuss the matters raised.

Coordinating principals (where required) will manage all contact with client schools, families and students. The coordinating school may direct the client school to provide formal advice of agreed action to the student and his or her parents/carers. Bus operators and drivers are not to manage notice of concern behaviour matters directly with families.

Coordinating principals are not required to inform bus operators or drivers of the outcome of a notice of concern unless the outcome may result in alterations to the student's bus travel.

Bus operator and drivers are also required to report verbally or in writing to the coordinating principal any of the following matters:

• loading issues – overloading or reduced loading
• detours or delays due to exceptional circumstances – where possible, unplanned delays should be reported immediately by telephone
• any issues that may affect the ongoing operation
• any accident that has a direct, indirect or incidental relationship to a school bus service
• unauthorised passengers.

Payment of contracts

Bus operators must prepare a quarterly contractor payment claim form and submit it to the coordinating principal for checking and endorsement. Coordinating principals should return the claim promptly to the bus operator. Operators must submit the claim to DTP, which uses the information to review loadings, vehicles in use, and to determine an operator’s monthly payment.

Bus operations

The following expectations apply to all services:

• operators must transport all passengers who have been approved by the coordinating principal
• operators must operate the contracted vehicle on the DTP approved route, and in accordance with the timetable set down by the coordinating principal
• neither operators nor drivers have any authority to determine eligibility to travel or to refuse to pick up any approved passenger
• operators are not permitted to carry goods or other passengers while the bus is servicing the approved timetable, except with prior written approval from the coordinating principal
• a bus should not arrive at or leave the school earlier or later than the time stated in the timetable unless directed by the coordinating principal
• a bus route may not be varied, except in an emergency, without the approval of DTP
• all buses should avoid travelling in reverse gear where possible, particularly in pick-up and set-down areas
• school bus lights and signage compliant with VicRoads requirements must be displayed while students are travelling on the bus. Flashing lights must be operating while the bus is stopped
• any student that presents at a bus stop for a morning bus service unaccompanied by a parent/guardian and is unauthorised for travel must be accepted on the bus and reported to the coordinating principal once the bus arrives at school
• bus operators are not obligated to carry unauthorised student passengers in the afternoon. Unauthorised student passengers should be reported to the schools on duty supervisor/teacher for removal from the bus service prior to the bus departing the school interchange.

Contract variations

Any reduction in authorised dead running and/or live distances must be reported to DTP.

Any variation (non-emergency) to a bus route must be approved by DTP prior to implementation as the variation could alter the contract rate of payment.

Coordinating schools cannot vary bus routes without gaining approval. To gain approval, coordinating schools are required to submit the Form 9: Application for Variation or Extension of an Existing Route (DOCX).

Vehicles

To operate a school bus service, an operator must:

• provide the specified vehicle in a satisfactory condition in accordance with the terms of the contract with DTP
• have the vehicle inspected as prescribed by regulations and legislation and authorized vehicle safety inspector
• when instructed by DTP or licensed vehicle tester, repair or replace the vehicle.

If a vehicle is deemed unsafe by a licensed vehicle tester, a written report from a licensed bus examiner recommending its replacement must be issued to DTP. The operator must then provide a suitable replacement vehicle approved by DTP.

Voluntary replacement

If an operator elects to voluntarily replace a bus, they must do so in accordance with the requirements in the school bus service contract.

Temporary replacement

The operator must provide a suitable replacement vehicle if the contract vehicle is being repaired. This vehicle must be approved by DTP. A school bus operator must not stop operating the vehicle specified in the contract without prior permission from DTP.

Drivers

Drivers must have a ‘Driver’s Accreditation’ issued by the Taxi Services Commission (TSC). Generally, a certificate is not issued to an applicant under the age of 21 years.

Drivers must also have a current Working With Children Clearance.

Under the provisions of the Public Administration Act 2004 (Vic), a government school teacher is not permitted to be employed as a school bus driver without written permission from the relevant department regional director.

Drivers have a role in the safety and supervision of students while on board school buses. Bus drivers are not medically trained and are not expected to perform any medical intervention.

Drivers on the completion of the bus service should inspect the vehicle interior to ensure that all students have departed the vehicle. The vehicle inspection is a critical task and should be completed prior to departing the school after the am service and prior to garaging the vehicle after the last stop on the pm service.

Student behaviour on school buses

In the event students do not comply with the conditions of travel, bus drivers must follow the procedures below:

• the driver will stop the bus
• student name or names and full details of the breach will be recorded
• the student or students will be transported to school or to their normal drop-off
• the matter will be reported to the coordinating principal through the Form 7: Notice of Concern – Behaviour (DOCX)
• the coordinating principal will, in review of the notice of concern, take necessary action as required.

Ejecting a student from a bus service

Bus drivers may eject passengers they reasonably believe are:

• a threat to the safety of passengers in the vehicle
• behaving in a violent, noisy or offensive manner
• intoxicated to the point of being offensive.

Ejecting a student must be considered a measure of last resort.

Bus drivers must consider stopping the vehicle in a safe location and evacuating other students from potential harm. Drivers will need to justify that the circumstances warranted the action taken.

Students ejected from vehicles must not be left unattended.

Before ejecting a student, the bus driver must speak with the coordinating principal and/or the principal of the client school the student attends. Should the bus driver not be able to contact the school or schools, bus drivers must seek support from emergency services (call 000), and the contracted bus operator (if the driver is not the bus operator).

In deciding whether to eject a student passenger, drivers should take into consideration the potential danger presented by the road conditions, the age and ability of the student passenger, and the distance to be travelled.

It is the responsibility of the principal of the school the student passenger attends to inform the parents/carers of their child’s ejection from the bus and where their child can be picked up. The principal may choose to pick-up the student from where they have been ejected and return them back to school or home.

Vandalism

In all cases of vandalism by students, bus drivers should report the matter through the Form 7: Notice of Concern – Behaviour (DOCX).

Coordinating principals (where required) will manage all contact with client schools, families and students. Bus operators and drivers are not to manage notice of concern-behaviour matters directly.

The students or their parent/carers will be required to meet the cost of repairs.

Responsibilities of students

Behaviour on school buses

Those travelling on school buses must comply with the conditions of travel included in the application to travel.

Students must:

• be on time to their bus stop each morning and at the bus loading area each afternoon. Students must be at the bus stop prior to the scheduled departure time
• board, alight and travel on buses in a quiet, orderly manner
• sit in an allocated seat if instructed
• after getting off the bus, staying clear of the bus so that it can safely resume its journey. Students are not to walk in front of a bus that may move forward from the bus stopping location.

Responsibilities of parents/carers

Parents/carers must:

• be responsible for transporting their children to and from authorised bus stops and their safety at the bus stop while waiting for the bus
• notify the school in writing within 7 days of any change of address or school or if they no longer require access to the school bus
• accept the authority of the coordinating principal with regard to student discipline on the school bus service
• pay the costs of repairs or damage to the bus if caused by the vandalism or a deliberate act of their child/children.

Parents/carers of students who are ineligible for transport assistance (fare payers) must also:

• pay the full term fare in advance of travel
• make alternative travel arrangements if a seat is required by an eligible traveller.

Responsibilities of the STU

The STU is responsible for:

• developing and communicating the School Bus Program policy and procedures
• providing advice and support to regional offices on transport-related matters
• providing advice and support to schools on transport-related matters
• considering applications for special consideration or appeal from schools for exemption outside the standard policy
• administering the Transport Special Case Consideration panel
• conducting School Bus Program policy and procedures compliance reviews at coordinating and client schools
• supporting the department’s central and regional offices to comply with the department’s emergency management procedures
• working with DTP on the administration of the School Bus Program, including addressing potential driver conduct or suitability issues.

Responsibilities of DE regional offices

Regional offices are responsible for:

• providing advice and support to schools on transport-related matters in accordance with the department's transport policy
• endorsement of government school applications for the Transport Special Case Consideration Panel
• assisting schools with applications for a new service or an alteration to existing service
• providing advice on transport-related matters to parents/carers
• escalating transport-related issues that cannot be resolved at a local level to the STU
• providing local knowledge to the STU
• directing and supporting schools during an emergency. This includes supporting school bus services as per the Student Transport Emergency Management Procedures document.

Responsibilities of DTP

DTP is responsible for:

• planning service needs
• contracting and managing service provision
• funding the bus service contracts used to deliver the School Bus Program
• reviewing school and operator compliance within the School Bus Program Policy
• working with the STU on the management and administration of the School Bus Program
• secondary role in managing school bus services during an emergency, as per the School Bus Program Emergency Management Operational Guidelines (PDF).

Provision of bus services

Students may be permitted to stand on a school bus once all existing seating has been allocated and only when:

• no student will be required to stand for more than 10 km
• the vehicle has a seating capacity of at least 25 adults
• the vehicle legal weight limit is not exceeded.

The Department of Education must be notified by the coordinating principal where students regularly must stand in a speed zone above 80 km/h.

A student is only permitted to travel between the approved bus stop nearest to their home and school. Requests to access alternative bus stops on the same route can be considered by the coordinating principal.

If school bus loadings are unacceptably high, it may be necessary to reassess the availability of the bus service to those other than eligible students. The coordinating principal may implement temporary arrangements until all available options have been considered.

Temporary arrangements may include:

• extending other services to accommodate students
• adding interchange vehicles between services
• providing extra seating
• running an existing service for a second trip.

Long term solutions may be identified by a review of the network. The Department of Transport and Planning (DTP) conducts periodic reviews of school bus networks to ensure efficiency and compliance with this policy. DTP reviews can lead to modifications and additions to services in the bus network. When DTP contact coordinating schools to commence a school bus network review, schools can contact the Student Transport Unit (STU) for assistance during the DTP review process.

Common permanent solutions to overloading issues may include:

• a larger bus
• running an existing service for a second trip
• introducing a new bus service
• permanently changing the route.

Modification of services

Schools in bus networks can apply for variations to bus services via an application to the STU at student.transport@education.vic.gov.au. The STU will seek advice, if appropriate, from department regional offices and other schools that might be affected before forwarding recommendations for modifications of services to DTP.

Proposals for modifications will be considered jointly by DTP and the STU. Application forms for modifications to school bus services can be found in the Resources tab.

Ineligible students cannot form part of a case for additions, retentions or modifications of services.

New services

A proposal for a new school bus service will be considered if:

• at least 15 eligible students live on or near the proposed route
• at least 11 of the 15 eligible students are enrolled in a government school
• the students do not have access to an existing school bus service or a public transport service that could meet their school transport requirements
• there is anticipated future demand from government school students.

The introduction of a new school bus service can be proposed by a coordinating principal by submitting a Form 8: Application for a New School Bus Service or Feeder Service (DOCX) – refer to Resources tab.

If a new service is approved, DTP is responsible for the final design of the route and contracting a bus operator to provide the service. Eligible non-government school students who live on or near the newly established route can be considered when determining the appropriate vehicle capacity for the service; however it will primarily be designed around eligible government school student demand.

New feeder services

A feeder service is used to deliver students to a major school bus service and may be provided in isolated areas where students cannot be serviced by existing routes. Isolated areas are defined as locations that are geographically, professionally and personally isolating with limited logistic support, limited access to peers, in extreme climatic or cross-cultural environments. Feeder services usually transport relatively small groups of students who would otherwise be severely disadvantaged.

A proposal for a new feeder school bus service will be considered if:

• at least 8 (6 in isolated areas) eligible government school students would use the service
• the students do not have access to a current school bus service or a public transport service that could meet their school transport requirements
• there is anticipated future demand from government school students.

The introduction of a new feeder service can be proposed by a coordinating principal by submitting a Form 8: Application for a New School Bus Service or Feeder Service (DOCX) – refer to Resources tab.

Extensions and variations to existing services

A proposal to extend or vary an existing service will be considered if:

• at least 3 eligible government school students who all live at least 2.4 km from a service to their nearest eligible school will benefit from the extension or variation
• there is anticipated future demand from government school students
• it will not significantly increase the ‘dead running’ time.

Consideration may also be given on a case-by-case basis to alter bus services for government school students attending an alternative education setting (for example, VET, VCAL) or for government funded Outside School Hours Care programs. Schools should contact the Student Transport Unit to discuss their requirements prior to completing an application.

Issues that will be considered are the length of the current route and its proposed extension or variation, the effect on current users and where the bus route is being extended, the possibility of the extended route encroaching upon a route that services another school. School bus services are not normally re-routed where a majority of government school students would be disadvantaged by the route alteration.

An extension or variation to an existing service can be proposed by a coordinating principal by submitting a Form 9: Application for Variation or Extension of an Existing Route (DOCX) – refer to Resources tab.

Reductions to existing services

In some instances, the number of students living on a route or a spur extension may decrease. If students live on the line of the bus route, the rules of maintaining a bus service (below) apply – 8 eligible government and non-government school students must remain for the bus to continue. If the number of students living on a spur extension decrease, the same policy as extending an existing route applies to maintain the spur extension (see above) – there must be 3 eligible government school students who live at least 2.4 km from the nearest alternative service.

Maintaining a bus service

Over time students on a bus service may decrease. A bus service will continue to be offered for as long as the number of eligible government and non-government school students who cannot be accommodated on another bus service remains at eight or more. If the number of students falls below eight the bus service will be removed.

Exceptions to the total number of students required to maintain a service will be rare but may occur in isolated areas. Cases are considered on their merits by the STU and DTP.

Altered seating capacity

It may be necessary for an existing vehicle to be replaced due to changed patronage levels. A coordinating principal can submit a report to DTP detailing the reasons for the replacement vehicle. The report should include the bus roll (student names, addresses and year levels). These are assessed on a case-by-case basis.

Dead running

A student is not permitted to access a bus during dead running time. If an eligible student lives close to a bus service’s ‘dead running’ route, the coordinating principal can put forward a case to DTP for the route to be varied or extended to allow for student access. These are assessed on a case-by-case basis.

Bus routes

Bus stops

Bus stops must be at least 800 metres apart and established in safe locations where all activities at the stop are conspicuous and visible to road users. There should be sufficient space for parents/carers to wait for or with their children without impeding the safe arrival or departure of the bus and where students can board and alight safely. As far as is practicable, buses should be able to stop clear of passing traffic.

Suitable bus stops can be suggested by the coordinating principal in consultation with the bus operator and DTP. Where required, a site assessment will be sought from the relevant road authority (VicRoads or the local council).

If a requested stop is on the live bus route (the section of the route between the first and last approved stop) and meets the criteria above, the coordinating school can add it to the timetable without approval from the Student Transport Unit.

If a requested stop is not on the live bus route (that is, the bus will need to divert from the live route to reach the stop), the coordinating school must submit an application to alter the bus route. Refer to the section 'Extensions and variations to existing services' above for the eligibility criteria and application information.

If you are not sure of the live versus the dead run of the bus route, please contact your DTP contract manager.

Round routes

Round routes are bus routes that operate in a loop and finish where the service started. Vehicles on round routes must follow the same direction in the morning and the afternoon. The direction may be reversed at monthly intervals if it is considered appropriate by the coordinating principal in consultation with client schools (where necessary).

Road suitability

DTP and bus operators are responsible for ensuring roads used by school buses are suitable for use in all weather conditions. Any long-term interim, alternative route must be certified by VicRoads or the local council as suitable for school bus traffic in all weather conditions. DTP will provide final approval to alternative route design.

A road or bridge in need of repair should be reported to VicRoads or the local council for urgent attention. If doubt exists as to whether a road has become unsuitable for school bus traffic, the advice of the local council or VicRoads must be obtained by the coordinating school or bus operator as soon as possible and provided to DTP.

A bus service should not be withdrawn from a section of a route except:

• in cases of emergency
• when the appropriate road authority (VicRoads or local Council) is unable to certify that the route is suitable for school bus traffic in all weather conditions.

Pupil-free days

School bus services may be cancelled by a coordinating government school when the school has a pupil-free day. In circumstances where students who access the bus network still require transport, the coordinating school can agree to operate the bus network. If the coordinating school is closed in this situation, an agreement needs to be made with a client school to act in the coordinating role for that day. DTP and the STU must be notified of this agreement to ensure all parties are aware that bus services will continue to be provided. If a coordinating school determines that school buses will not operate, schools with students requiring transport may wish to contact DTP directly to explore alternatives for transport.

Coordinating schools must liaise with client schools when planning to cancel a service and provide timely advice about any service cancellations (prior to the start of the school term in which the bus service will not run) to client schools, bus operators and families.

The monthly Contractor Payment Claim must be checked by the coordinating principal to ensure that cancelled service days are not included.

Orientation days

Students may be permitted to travel on a school bus to attend a school orientation day if there is space after all students with a higher priority of access have been accommodated. There must be no additional cost incurred by DTP.

Approval must be granted prior to travel to an orientation day. The relevant application to travel form must be completed and submitted to the coordinating principal.

Excursions and delays

It is expected that students absent from school on excursions or sports activities will be returned to school prior to the scheduled bus departure times. Should unforeseen circumstances delay a number of students in returning from an excursion, the coordinating principal must decide if the bus service will operate as scheduled.

Factors that will influence the decision are:

• the number of students from other schools requiring the service
• the number of students delayed on the excursion
• the likely length of the delay.

The principals of client schools using the service should be advised if the delay is likely to be significant. Buses should not be unduly delayed for the convenience of a few. Where excursions are planned to return after the scheduled departure time of buses, it is the school’s responsibility to ensure provision of additional bus services or appropriate notification to parents that buses will not operate, is made for those students who rely upon the school bus service.

DTP will not incur any additional expense for the carriage of students unable to use their normal homeward bus service due to returning late from an excursion.

Glossary

This glossary is intended to assist the users of this document in understanding the terms that have been used throughout this document.

Ad-hoc travel
A student that requires occasional travel may be considered as ad-hoc. Ad-hoc travel can be used for, but not limited to, sports training, part time work, social travel to fellow students' residence and so on.

Ad-hoc travel is at the coordinating principal’s discretion to approve or decline.

Bus operator
For the purposes of the School Bus Program, a bus operator is a company or sole trader who is contracted by the Department of Transport and Planning (DTP) to operate a school bus service along a specified route. Bus operators must be accredited with Transport Safety Victoria (TSV) and meet safety obligations under the Bus Safety Act 2009.

Client school
A client school is a school whose students use school buses provided under the School Bus Program but the school does not manage the bus service (this is the responsibility of the coordinating school).

Client school principal
The principal of a client school.

Contract vehicle
The contract vehicle is the vehicle specified in the contract between the bus operator and DTP for a particular bus route.

Coordinating principal
The principal of a coordinating school. The responsibilities of a coordinating principal are often delegated to a school bus coordinator.

Coordinating school
A school which is responsible for the management of the local bus network in the School Bus Program.

Dead running
The distance that DTP pays the operator for the vehicle to travel between the overnight garage and the first authorised pick-up point each morning, and the reverse in the afternoon.

DE or the department
The Department of Education.

DTP
The Department of Transport and Planning.

Eligible student
A student who meets the eligibility criteria and is able to travel at no cost (meets criteria 1 to 3 set out in this document).

Fare paying traveller
A student who is ineligible and does not fulfil one of the exempt categories to travel at no cost. The student travels upon payment of a fare.

Ineligible traveller
A student who is not eligible and is either a special category traveller, has an exemption to the eligibility criteria or a fare paying traveller.

Isolated area
Isolated areas are defined as locations that are geographically, professionally and personally isolating with limited logistic support, limited access to peers, in extreme climatic or cross-cultural environments.

Loadings
The number of students accessing a bus service. The coordinating principal must submit their annual confirmed loading data for their bus network to the STU by the end of Term 1 each year. This report details the number of students confirmed to travel on each service in the current year.

Multi-service traveller
A student who is permitted to travel on multiple bus services.

PTV
Public Transport Victoria.

School bus network
A school bus network is made up of all the services coordinated by a particular school.

The network has 1 coordinating school and, where applicable, numerous client schools.

Shortest practicable route
The shortest practicable route between the student’s residence to the main entrance of the school/campus they attend is measured using all-weather public roads drivable by car.

Special category traveller
A student who is ineligible but fulfils one of the exempt categories and is therefore eligible to travel at no cost.

Spur extension
A spur extension is a section of a bus route where the bus moves off the line of the route
and returns back the way it came to continue on the line of the route.

Student Transport and Allowances Branch
The Student Transport and Allowances Branch is made up of 2 units – the Conveyance Allowance Unit (CAU) and the Student Transport Unit (STU).

STU
The Student Transport Unit within the department.

Zoned school
Zoned schools can be identified at Find My School.

Privacy information

The release of any personal information concerning students, including their names or addresses, must be in accordance with the department’s Privacy and Information Sharing policy, Health Records Act 2001 (Vic) and the Privacy and Data Protection Act 2014 (Vic) and the Charter of Human Rights and Responsibilities Act 2006 (Vic).

Parents/carers’ consent for the release of information to the Department of Transport and Planning must be obtained during the school’s enrolment processes and when completing the Application for Permission to Travel form.

This information is used for the planning and operating of transport services. Schools must only use personal information for the purpose detailed above or when required by law.

Personal information must be managed and stored in accordance with the department’s Information Security – InfoSafe policy.

Resources

Eligibility Guide

There are a number of different criteria families are required to meet to be eligible for the school bus program. An eligibility guide is available below:

• School Bus Program eligibility guide for families (PDF)
• School Bus Program eligibility guide for families (DOCX)

Applications and other forms

• Form 1: Application for Permission to Travel – School Students (DOCX)
• Form 2: Application for Adhoc Travel – Students (DOCX)
• Form 3: Application for Permission to Travel – Post-secondary and Apprentices (DOCX)
• Form 4: Application for Permission to Travel – General Public (DOCX)
• Form 5: Written undertakings for teachers (DOCX)
• Form 6: Written undertakings for pre-school students (DOCX)
• Form 7: Notice of Concern – Behaviour (DOCX)
• Form 8: Application for a New School Bus Service or Feeder Service (DOCX)
• Form 9: Application for Variation or Extension of an Existing Route (DOCX)

Apply for special transport consideration

• Transport special case consideration application form (DOCX)
• Transport special case consideration information sheet (DOCX)

Government schools should forward applications to their regional office for endorsement.

Applications from government and non-government schools must also be emailed to student.transport@education.vic.gov.au

Administration documents

• School Bus Program User Guide (PDF)
• School Bus Program User Guide (DOCX)
• Bus Roll Template (XLSX)
• School Bus Program Emergency Management Operational Guidelines (PDF)
• School Bus Program Emergency Management Operational Guidelines (DOCX)

Bus fares

Fares should be collected each term and paid via EFT or cheque to the department.

Fare Remittance Advice Form (XLSX) – Schools must use this form to record collected fares each term, and submit this form to STU at student.transport@education.vic.gov.au

Student Travel Assistance Portal

The following resources are for school bus networks that have transitioned to the Student Travel Assistance Portal formerly known as the School Bus Management System (SBMS):

• Application to add or remove a bus stop (DOCX) (school use only - staff login required)
• Quick reference guide school bus operator (DOCX)
• Quick reference guide school bus coordinator (DOCX)
• Quick reference guide school bus applicants and travellers (DOCX)

Contact details – Public Transport Victoria

Public Transport Victoria (PTV) is located at 525 Collins Street, Melbourne 3000

Phone: 1800 800 007
Email: schoolbus@ptv.vic.gov.au

Journey planner advice on the public transport options available for students can be found on the PTV website: www.ptv.vic.gov.au

Parent website

Travelling to school