Buses – Owned, Hired or Chartered by a School

Application process for bus accreditation

Schools seeking to operate a bus service must by accredited by Safe Transport Victoria. Schools can obtain accreditation by completing the following application process.

Step 1 – complete the application form

Schools must download and complete the Application for bus operator accreditation form (PDF).

Note: The school council is the accredited operator and the principal is the relevant person and responsible person.

An example of a completed application form (DOCX), excluding the supporting documents, is provided on the Resources tab.

Step 2 – gather supporting documentation

Schools must gather completed copies of the following documents comprising the MIS (refer to the Management information system chapter for guidance on developing an MIS):

• Bus safety policy (DOCX)
• Accredited bus operator summary template (DOCX)
• Governance and internal control arrangement template (DOCX)
• Position descriptions (DOCX)
• Bus risk register (DOC) (staff login required)
• Emergency Management Plan

Schools that own a bus must gather completed copies of the following documents comprising the MMS (refer to the Maintenance management system chapter for guidance on developing an MMS):

• MMS policy and procedure (DOCX)
• Accountabilities and authorities register (DOCX)
• Training register (DOCX)
• Driver qualifications, training and induction record (DOCX)
• Maintenance register (DOCX)
• Pre-trip inspection checklist and record (DOCX)
• Defect and clearance report form (DOCX)
• Bus safety internal audit report (DOCX)
• Roadworthy certificate/s for each bus to be operated by the school

Additional documents required to complete the application are:

• School principal: an original national police check certificate
• School principal: a copy of one primary ID document (for example, Australian driver’s licence) certified as a true copy or 2 secondary ID documents (for example, Australian birth certificate and utility bill) certified as true copies
• A printed extract from the Australian Business Register of the school council’s ABN (search by school name)
• A list of the names of all members of the school council at the date of the application: refer to the Confirmation of legal entity template (DOCX).

For assistance in completing the application, please contact Safe Transport Victoria on phone: 1800 223 022 or email: information@safetransport.vic.gov.au

Step 3 – submit application form and supporting documentation

Schools can submit their completed application and supporting documentation via email or post to Safe Transport Victoria (email and address information are on the application form (DOCX)).

Payment of the accreditation fee (an invoice will be sent to the school) will be required once Safe Transport Victoria has received all documents required to proceed with their assessment.

Step 4 – outcome of application

Schools should be notified of the outcome of their application within 3 months, though Safe Transport Victoria may extend the determination if necessary.

Schools wishing to contest the outcome of their application should speak to the Student Transport Unit for further advice.

Step 5 – obtain accredited bus number plates

If approved, schools are required to take their certificate of accreditation to their local VicRoads office for the issue of accredited bus number plates. Refer to the Accredited number plates guidance provided by Safe Transport Victoria.

Step 6 – display the accreditation number on the bus

Refer to the Signage accreditation number guidance provided by Safe Transport Victoria.

Step 7 – ensure the bus is provided with a fire extinguisher

At least one fire extinguisher must be provided on the bus and maintained in operating condition.

Step 8 – if applicable, ensure the bus is fitted with complying lights and signs

If the bus is being used to transport students along a fixed route on a regular basis (for example, to transport students to and from school), the bus must be fitted with complying lights and school bus signs.

Step 9 – maintaining accreditation status

Schools are required to follow all actions specified in their MIS and MMS at the frequency specified in those documents. Refer to the Maintenance management system and Management information system chapters of the Guidance tab for more information.