Students with Disabilities Transport Program (SDTP)

Administration of the SDTP

Delivery of the Students with Disabilities Transport Program involves government schools, bus operators, and the department’s Student Transport Unit (STU) and regional offices.

The below shows the roles and responsibilities of each group at a high level.

Department of Education STU

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

Schools

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

Bus Operators

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

Department of Education regional offices

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

It is important to note that all groups involved in the provision and management of the SDTP have responsibility and obligations under the Road Safety Act 1986 and Bus Safety Act 2009. It is each Party’s responsibility to know and act on their obligations regarding duty of care and taking steps to minimise risks to health and safety arising from the provision of school bus services.

Emergency management

Each school must have an emergency management plan (EMP) that includes emergency procedures in the event of a breakdown, accident, bushfire or other emergency. All emergency management plans must be consistent with the plans of bus operators providing services to the school.

All groups involved in the administration of the SDTP must familiarise themselves with the school’s EMP. Specialist and integrated schools should seek the advice of their regional office representatives or the STU for guidance on the inclusion of transport in their EMP.

All schools should refer to the SDTP Emergency Management Operational Guidelines — refer to Resources tab.

Responsibilities of schools

Principals have overall responsibility for the day-to-day management of department-provided SDTP services within their school.

Principals may delegate the coordination of the transport services to a member of staff; however, the principal must oversee associated tasks and accept and maintain full responsibility for any decisions made by the delegate.

All specialist and integrated schools receive a transport administration allowance to assist with the costs associated with administering the SDTP.

SDTP online learning module

The department has developed an SDTP online learning module (under Resources tab) to educate school and bus staff about their roles and responsibilities under the program.

All school staff with a role in the SDTP should complete the module prior to the commencement of each school year or, for new staff, before they commence an SDTP related task.

For school staff, the module is available from the department’s Learning Management System, LearnED, through eduPay or otherwise in the Resources tab. Advice on accessing LearnED is available on the department’s website at: LearnED.

Travel approval

All schools accessing the SDTP are responsible for distributing eligibility information and department-issued application forms to their families/students. Application forms are available from the Resources tab.

Principals are responsible for collecting and assessing all applications to travel on SDTP services in their network. Students requiring transport less than five days a week must specify their travel arrangements in their application.

Applications for travel for the new school year should be received by the end of November of the previous year. Late applications may be accepted at the discretion of the principal. Information from the travel application is entered into CASES21 and a copy is retained by the school.

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 for parents/carers to review the choice of school or to make alternative arrangements

When approval to travel has been granted, schools must confirm in writing to parents/carers the agreed travel arrangements, including pick-up and drop-off times and bus operator information. The school and family must also complete an individual travel plan for the student.

All changes to a student’s travel arrangements must be made in consultation with the parents/carers and confirmed in writing to all parties. All changes must be recorded in the Student Transport Management System and the STU notified.

Individual travel plans

All students in receipt of transport assistance must have an individual travel plan. Travel plans are designed to ensure the school, parents/carers and bus operators (where appropriate) are informed and able to meet each child’s needs and cater for their circumstances. Parents/carers and where possible students, should be involved in the development of their child’s travel plan.

Where a student has written agreement from the school and the parents/carers to travel independently from the drop-off point to their home, this should be recorded in the student’s individual travel plan.

Where appropriate, schools are strongly encouraged to include travel education in an individual student’s broader education plan.

The STU regularly audits schools to ensure that all students have individual travel plans. Where identified that individual travel plans have lapsed the STU will work with the school to facilitate immediate improvement.

Student behaviour

Principals are responsible for student behaviour on department-provided services. Schools are expected to support bus operators in managing and supporting student behaviour on buses by:

• providing bus staff with appropriate training for the school’s student cohort, and
• sharing each student’s individual travel plan (or relevant parts thereof) with operators to ensure bus staff have behaviour support strategies to implement on the bus if required.

These supports are designed to reduce the risk of students presenting with challenging behaviour and to reduce the risk of behaviours escalating if they do present.

Principals are the central point for reporting all incidents. If an operator reports challenging student behaviour, principals have the authority to take action including temporary or permanent removal from a bus service.

Prior to a student commencing travel, the principal must inform parents/carers of the conditions of travel, which include standards of behaviour. Schools should regularly hold student forums to discuss appropriate travel behaviour and review any behaviour supports documented in each student’s individual travel plan.

If a principal is sufficiently concerned about a student’s behaviour, they should document all incidents that occur on the bus and issue a Notice of Concern — Behaviour (DOCX) (under Resources tab) to the student’s parent/carer. The principal should work with the bus operator and the student’s family on strategies to reduce the risk of the student presenting challenging behaviour on the bus.

If the principal believes an incident is particularly serious, a student’s access to transport may be immediately suspended and a report forwarded to the STU. Any subsequent and formal advice of a suspension from bus travel must be provided to the student, his/her parents/carers, the bus operator and the driver of the bus service.

During a period of suspension, a student’s transport is the responsibility of their parent/carer. A conveyance allowance may be available to families of students permanently removed from services.

Issues that threaten the safety of bus staff in their place of work must be immediately addressed in line with occupational health and safety legislation. Principals and operators may be required to work together to seek suitable outcomes in these circumstances.

Preparing a student to travel

Schools must prepare a student for travel at the end of the school day.

Bus services are not safely able to facilitate rest stops and are not equipped to provide medical intervention other than basic emergency responses (supervisors are trained in Level 1 first aid). To minimise the risk of choking, allergic reactions or other adverse situations, food and beverages are not permitted on SDTP-provided services.

Review of Designated Transport Areas

A review of Designated Transport Areas (DTAs) may be undertaken when the demographics of an area change significantly, a new school is established, the enrolment criteria of the abutting schools changes or when considered appropriate by the department.

Where a DTA has altered for any reason, a student may continue to be eligible for transport assistance to their current school but should be encouraged to consider transferring to the school in the DTA in which they reside. The STU provides schools with detailed maps of their DTAs, which can be shared with operators and parents/carers.

Any review of DTAs must involve the schools concerned and will be chaired by a representative of the STU Where consensus is not reached between the schools concerned, the Director of the STU and the relevant Regional Director will make a final determination.

The department has established process guidelines for the review or establishment of DTAs, the guidelines are available from the Resources tab.

Annual route review process

The STU starts its annual review of student numbers in November and takes into account the December release of the outcomes of applications for the PSD and Disability Inclusion Profiles.

The department aims to accommodate all eligible students with minimal disruption. It regularly looks at the number of students on each service, the route on which they travel and the time students spend on each route. Schools assist the review process by advising the STU when service numbers increase and decrease.

Schools are to be aware that the STU must adhere to the department’s procurement processes when looking to implement new transport services, noting that the procurement process for a new service will not commence until the February school census data is available.

Risk management and incident reporting

A duty of care is owed to all students accessing department-provided 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 actual or potential hazards that exist at bus stops, while taking into account the mobility needs of the students and the proximity of the bus stop to other hazards
• the ability of students to board and alight from the bus.
• parents/carers not present at drop-off points (unless this has been an accepted arrangement under the student’s travel plan).

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

Schools must treat any risk raised by the bus operator or any other party seriously. Where a risk is identified, principals should apply the department's Risk Management Framework, documenting 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.

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

Electronic student manifest system

To further improve safety for students accessing the SDTP, all SDTP bus services are to be fitted with an Electronic Student Manifest System (ESMS).

The ESMS will comprise of an electronic student manifest device (tablet/iPad or similar) and an electronic scanning device (both fitted inside the vehicle) supported by a software application that will contain and coordinate all required information for schools, students and bus operators to deliver the SDTP.

The electronic student manifest device will be capable of recording student movements onto and off of the bus in the morning and afternoon; the electronic scanning device will enable bus staff (driver and supervisor) to walk to the rear of the bus to scan a fitted card reader (or similar) indicating and recording that all students have left the vehicle.

Once operators have procured and equipped the technology solution, they will be required to work with the specialist school(s) they service to ensure the ESMS is implemented and shared with the school(s). This may include the provision of an electronic device or the use of a school device to be equipped with the software application for school(s) to utilise when coordinating student transport.

The STU will liaise directly with schools that provide a self-managed bus to ensure the vehicle is fitted with the electronic student manifest device.

Electronic student manifest device

The electronic student manifest device will be utilised by bus staff when providing SDTP services. Through an upload of school and student information relevant for the SDTP, the electronic student manifest device will contain:

• student details including parent/guardian contact information
• student residential addresses and medical details (as required for bus travel)
• student bus stopping locations and bus timetables
• student travel plans and seating locations
• student movements on and off the bus services, and
• will record the transfer of duty of care for students from bus to school.

Electronic scanning device

Each bus is to be fitted with an electronic scanning device that will enable bus staff to walk to the internal rear of the bus to ensure that the vehicle is clear of students and property. Bus staff will then scan a fitted card reader (or similar) that will electronically record that the visual inspection has been completed.

Bus staff must complete this activity prior to departing the school in the morning and again at the end of the afternoon service.

When the fitted card reader has been scanned, the electronic student manifest device will record that the bus is cleared of students and property, enabling the bus staff to continue to their next destination. The STU, when required, can audit the completion rates of the scanning devices.

School staff duties

The electronic student manifest system, when implemented at schools on a school-provided device (e.g. tablet, iPad etc.) will require school staff involved in the arrival and departure of student transport services to record student movements off of and onto bus services at the school. The electronic student manifest system will replace paper-based systems.

To further strengthen safety for students, school staff are also required to confirm that the bus service is clear of students (walk the bus) prior to the bus departing the school after the morning service. School staff are not required to scan the fitted card reader.

Data collection and procedures

Principals must collate and maintain the following up-to-date information on behalf of the department:

• route and passenger details
  • a roll of approved passengers, their bus stops and timings for pick-up and drop-off
  • students’ residential addresses
  • seat allocations
  • authorised bus stops
  • medical information
  • emergency contact information for each passenger
  • details of any extra safety needs of a passenger while in transit
• route maps
  • a map of the approved route(s) with a list of each service’s authorised bus stops and the location of where each bus will be garaged overnight
  • where needed, the STU can provide route maps to schools
• timetable
  • a bus timetable with scheduled departure and arrival times for the school(s) and all authorised bus stops on the route. Bus operators are expected to assist schools with timetabling
• emergency management
  • the procedures to be adopted in the event of a breakdown, accident, bushfire, or other emergency.

Principals must distribute the above information to bus operators for use in the bus roll and/or electronic student manifest.

The SDTP Bus Roll Template (XLSX) is provided to assist schools to collate the above information.

Central data management

The department provides schools access to the Transport Module within Cases21. The Cases 21 transport module assists with the management and reporting of student travel data. Schools are required to hold accurate data at all times particularly for emergency management purposes.

All changes to passenger details or services must be recorded in the Transport Module within Cases21 and submitted to the STU each term or as and when a change occurs.

To ensure an efficient use of services, throughout the school year, the STU will regularly review school data; schools will be informed in advance when a review of their school network is to be actioned.

Training for bus operators

In addition to the SDTP online learning module, schools are expected to provide any training they deem necessary to bus operators and their staff. This may include inviting them to school-run programs or more ad-hoc sessions at times of mutual agreement.

The training provided by a school may include:

• clear communication of roles and responsibilities
• guidance on communication with the school, students and parents/carers
• an explanation of safety obligations and reporting arrangements
• consideration of each student travelling and of any necessary information to ensure safe passage and individual requirements or concerns
• guidance on communication and management of the school’s student cohort
• a review of proposed routes and stop locations.

It is important this training is appropriate given the roles of the drivers and supervisors.

Schools should note that the bus operator contracts include financial provision for staff to attend training offered by schools.

Authorising bus operator claim for payments

Bus operators are required to submit monthly payment claim forms or invoices to the principal for checking and endorsement within 10 working days of the month’s end.

Principals are to note any issues with a service (for example, timekeeping or cleanliness of the bus) for that month on the claim for payment or invoice. This provides a record for all parties and enables the bus operator to address any issues promptly. It also helps to form a case if issues continue with the bus operator. However, principals are encouraged to try and resolve any issues as they arise with a bus operator.

Once satisfied the claim for payment accurately reflects the services delivered for the month, the principal may sign and return it to the bus operator.

Claims for payments are also used to review loadings, determine vehicles in use and the operator’s monthly payment.

It is important that principals return authorised claims for payment promptly as the department does not pay bus operators who have not submitted a completed form within the prescribed time.

Authorising taxi operator payments

All taxi invoices are forwarded directly to the school. Schools must endorse each invoice confirming the service has been delivered and charged accurately. Schools must also attach a list of the students who travel in each taxi service and then forward the invoices to the STU who will arrange payment for services delivered.

Memorandum of Understanding (MOU)

Each bus operator is required to enter a memorandum of understanding (MOU) with their school. The MOU sets out all conditions of engagement, expectations and communication between the school and bus operator. Schools are required to insert additional information that is specific to their school and the bus services provided.

A template MOU is available from the Resources tab. Note: the Student Transport Unit is transitioning away from the MOU at the end of 2022. The Route approval template will replace the MOU from 2023.

Every MOU must be reviewed annually, updated, and then submitted to the STU before the start of the following school year. Schools and operators should treat this matter as a priority to confirm transport arrangements for the school year. If schools and bus operators are unable to agree on any items in the MOU, they should seek assistance from the STU to resolve the issue.

Self-Managed Buses (SMB)

Self-managed buses are purchased by the department but are managed by the school and used for the purpose of transporting students to and from school. The STU works directly with schools allocated an SMB to detail the roles and responsibilities of each party in relation to the reimbursement of costs, insurance, and student eligibility.

Note: The STU is responsible for the procurement and fitting of the electronic student manifest and scanning device on all self-managed bus services.

Communication with the STU

The STU must be advised of any operational issue that may affect students or the provision of a transport service.

Requests for new services, service variations, safety-related issues and continuity of service matters should be forwarded to the STU for consideration.

Reporting operator and driver conduct

The principal must report the following to the STU:

• failure of a bus operator to provide a service on a particular day(s)
• more than three occasions of lack of punctuality according to the timetable (taking into consideration schools’ timely dismissal of students in the afternoons)
• concerns about the suitability of a driver or supervisor
• an offence allegedly committed by a bus operator, a driver or a supervisor and any subsequent police or court action
• an unauthorised substitution of a vehicle (except in a rapid onset emergency)
• an accident directly, indirectly or incidentally related to the operation of a SDTP vehicle
• a bus operator who does not keep the interior of the vehicle(s) clean
• use of an unsuitable or unsafe vehicle, or a vehicle that repeatedly suffers mechanical difficulties
• the death of an operator, driver or supervisor.

An apparent breach of contract must be immediately brought to the department’s attention. The principal is to fully document all matters related to a possible breach of contract and is not to make any statement that would jeopardise the department’s legal standing in pursuing a breach of contract claim.

Temporary service variations

The principal must report any temporary service variations, including any variation to kilometres travelled or vehicle used, to the STU.

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, STU and VicRoads/local council. A temporary service variation to a vehicle may be needed when a vehicle is undergoing maintenance or has a breakdown.

The STU must approve any temporary service that lasts longer than 48 hours.

Maintaining a bus service

Principals must inform the STU of all students accessing a department-provided bus service and ensure any route variation that involves an extension or a reduction to a current service is reported. Principals must also advise the STU when a service is nearing capacity so the STU can manage resources appropriately.

Principals must report to STU 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 seven eligible students using a service.

Communication with bus operators

The principal is required to develop effective working relationships with the bus operators and their drivers and supervisors. Principals must communicate regularly with bus operators to ensure the transport arrangements meet the needs and safety of students.

As drivers and supervisors are employees of the bus operators, principals should involve the driver and supervisor in any discussions with the bus operator on any issues concerning service performance.

Under the contract, the bus operator is required to comply with the reasonable directions of the principal. Any issues that cannot be resolved locally should be escalated to the STU who will work with both parties in an effort to resolve the issue.

Communication with parents/carers

The principal is responsible for informing parents/carers of the travel options available to them at the school at the time of enrolment. Applications for travel need to be completed at this time.

Once an application is approved, parents/carers need to be made aware that access to the transport service is not immediate and it may take up to 10 working days during the school year, or longer (subject to vehicle capacity) at the start of a school year before their child can access the service. During this time, parents/carers are responsible for their child’s transport arrangements.

The principal must keep parents/carers informed about transport assistance arrangements, school bus safety education and the obligations of parents/carers.

Principals must provide advice to parents/carers when bus and taxi services will not be running within a reasonable time period.

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

• conditions of travel (included in the application to travel)
• 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 concerning student behaviour and advised that the travel arrangements for a student suspended or permanently removed from a bus service will be their responsibility.

Principals must ensure parents/carers understand that it is their responsibility to list their child’s medical conditions on the application to travel. Where appropriate, the principal should provide the operator with details of the medical condition. The parents/ carers should work with the principal to agree on a suitable medical management plan. Where appropriate, the principal will notify the operator of the plan.

Parents/carers must be made aware that bus drivers are not medically trained and not expected to perform any medical procedures or administer medication.

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 Transport Safety Victoria (TSV). 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 the department. Operators are required to:

• ensure drivers are licensed in line with the Act and Vic Roads requirements
• 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.

The Bus Safety Regulations 2010 (Vic) also provide additional specific obligations for notification of incidents and near misses.

Bus operators are required to provide services in line with appropriate legislation, the contract and these policy and procedures.

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.

SDTP online learning module

The department has developed an SDTP online learning module (also in Resources tab) to educate school and bus staff about their roles and responsibilities under the program.

All operators, drivers and supervisors that work on an SDTP service must complete the module prior to the commencement of each school year or, for new staff, prior to commencing their first SDTP shift. For bus operators and staff, the module is available from the Resources tab.

Electronic student manifest system

To further improve safety for students accessing the SDTP, all SDTP bus services were fitted with an Electronic Student Manifest System (ESMS) by end 2018.

The ESMS will comprise of an electronic student manifest device (tablet/iPad or similar) and an electronic scanning device (both fitted inside the vehicle) that will be supported by a software application that will contain and coordinate all required information for schools, students and bus operators to deliver the SDTP.

The electronic student manifest device will be capable of recording student movements onto and off of the bus in the morning and afternoon; the electronic scanning device will enable bus staff (driver and supervisor) to walk to the rear of the bus to scan a fitted card reader (or similar) indicating and recording that all students have left the vehicle.

Bus operators must ensure bus staff providing the SDTP services receive the appropriate training and guidance to utilise the electronic student manifest and electronic scanning device correctly.

Once operators have procured and equipped the technology solution, they will be required to work with the specialist school(s) they service to ensure the ESMS is implemented and shared with the school(s). This may include the provision of an electronic device or the use of a school device to be equipped with the software application for school(s) to utilise when coordinating student transport.

Electronic student manifest device

The electronic student manifest device will be utilised by bus staff when providing SDTP services. Through an upload of school and student information relevant for the SDTP, the electronic student manifest device will contain:

• student details including parent/carer contact information
• student residential addresses and medical details (as required for bus travel)
• student bus stopping locations and bus timetables
• student travel plans and seating locations
• student movements on and off the bus services, and
• will record the transfer of duty of care for students from bus to school.

Electronic scanning device

Each bus is to be fitted with an electronic scanning device that will enable bus staff to walk to the internal rear of the bus to ensure that the vehicle is clear of students and property. Bus staff will then scan a fitted card reader (or similar) that will electronically record that the visual inspection has been completed.

Bus staff must complete this activity prior to departing the school in the morning and again at the end of the afternoon service.

When the fitted card reader has been scanned, the electronic student manifest device will record that the bus is cleared of students and property, enabling the bus staff to continue to their next destination. The STU, when required, can audit the completion rates of the scanning devices.

Reporting

Bus operators and drivers are required to report the following matters to the principal:

• all instances of concerning student behaviour; any action taken in response to this behaviour; as well as recommendations for changes to seating allocations as a disciplinary measure by completing the form titled Notice of Concern — Behaviour, as soon as possible
• loading issues — over or under loaded
• detours or delays due to exceptional circumstances — where possible, delays should be reported immediately by telephone
• any issues that may affect ongoing operation of services
• any accident that has a direct, indirect or incidental relationship to a SDTP school bus service.

Claim for payment

Bus operators are required to submit monthly payment claim forms or invoices to the principal for checking and endorsement within 10 working days of the month’s end.

Any issues with a service (for example, timekeeping or cleanliness of the bus) will be noted by the principal on the claim for payment or invoice. This provides a record for all parties and enables the bus operator to address any issues promptly although both parties are encouraged to try and resolve any issues as they arise.

Once signed, the claim for payment is returned to the bus operator who submits it to the STU for payment.

Claims for payments are also used to review loadings, determine vehicles in use and the operator’s monthly payment.

Bus operations

The following applies to all bus services:

• bus operators must transport all passengers approved by the principal and the STU (a bus roll or electronic student manifest will be provided to validate approved passengers)
• bus operators must operate the contracted vehicle over the approved route in accordance with the timetable set down by the principal
• bus operators and drivers have no authority to determine a student’s eligibility to travel and cannot refuse to pick-up any approved passenger(s)
• bus operators are not permitted to carry goods or other passengers while the vehicle is servicing the approved route, except with prior written approval from the STU
• a vehicle should not arrive at or leave the school earlier or later than the time stated in the timetable unless directed by the principal
• a bus route may not be varied, except in an emergency, without the approval of the STU
• all buses must avoid travelling in reverse gear where possible, particularly in pick-up and set-down areas
• school bus lights and signage compliant with Vic Roads requirements must be displayed while students are travelling on the bus. Flashing lights must be operating while the bus is stopped.

Bus operators are expected to:

• discuss travel needs, routes and arrangements with the school
• work with the school to respond to any daily transport issues as they arise
• develop an emergency management plan with the school and comply with the provisions of the plan (see SDTP Emergency Management Operational Guidelines)
• be contactable if parents/carers need to advise their child will not need to be picked-up
• ensure the driver and supervisor have a thorough and detailed knowledge of the service and timetable
• ensure the driver and supervisor have up-to-date information about which students must be met by parents/carers at drop-off points and which students may travel home independently in accordance with the agreed individual travel plan
• ensure the driver and supervisor are aware of the agreed risk management procedures if a student’s parents/carers are not waiting at the designated drop-off point and the student does not have an agreed individual travel plan allowing the student to travel home independently from the drop-off point.
• assist the supervisor to document and communicate any safety issues to the school as they arise
• submit monthly contract claim forms to the school for endorsement
• use information provided by the school to maintain accurate records for each student, including their travel schedule and designated pick-up point
• provide the school and STU with details of the bus, driver and supervisor on a service at the start of each year. Notify the school of any changes within five working days
• ensure existing drivers and supervisors have completed the SDTP online learning module prior to the commencement of the school year
• ensure new drivers and supervisors have completed the SDTP online learning module prior to the commencement of their first ‘in service’ shift
• ensure drivers and supervisors participate in other relevant training offered by the school or required by the department
• report any injury to any person in transit to the principal
• make every attempt to notify the principal of any change to the approved service (route and timetable) due to emergency.

Contract variations

Any change/variation of the contracted route must be approved by the STU prior to the change occurring. Contracts incorporate remuneration for a specific distance, regardless of whether it is travelled by car, bus or both. A change of driver, garaging or the type of vehicle used to travel any of these distances could alter the contract rate of payment.

Vehicles

To operate a school bus service, a bus operator must:

• provide the contract vehicle in a satisfactory condition in accordance with the terms of the contract with the STU
• have the vehicle inspected as prescribed by regulations and legislation by an authorised vehicle safety inspector
• when instructed, repair or replace the vehicle.

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

Voluntary replacement

If an operator elects to voluntarily replace a bus, they must do so in accordance with the requirements in the specialist 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 the STU. A bus operator must not stop operating the vehicle specified in the contract without prior permission from the STU.

Where a temporary vehicle is required, the temporary vehicle must be equipped with the electronic student manifest and scanning device.

Bus drivers

Bus drivers drive to and from the school, in the morning from the first pick-up point to the last and in the afternoon from the school to the final drop-off point within an agreed timeframe and on an agreed route. Drivers focus on driving the bus and the operation of accessibility equipment to aid the safe loading and unloading of passengers.

As drivers are not medically trained they are not expected to perform any medical intervention.

Drivers have a role in the safety and supervision of students while on board and departing from school buses. The principal should liaise with bus drivers to ensure the conduct and behaviour of all passengers is satisfactory and does not jeopardise safe travel.

Driver punctuality is vital for an efficient school bus service office. Principals will report consistently late running to the STU.

Bus drivers must:

• hold a valid driver’s license appropriate to the size of vehicle being driven
• hold 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
• hold a current Working with Children Check
• ensure that students are only picked up and dropped off at designated points
• adhere to risk management plans agreed to by the school and bus operator, including in relation to management of situations in which a parent/guardian is not present at the drop-off point and the student does not have an agreed individual travel plan allowing the student to travel home independently from the drop-off point
• adhere to the timetable agreed with the school and only vary it with the approval of the school and bus operator
• adhere to emergency plans developed by the principal and the bus operator
• complete the SDTP online learning module prior to the commencement of each school year or, for new staff, prior to commencing their first shift
• participate in other relevant training offered by the school
• work with the supervisor to document and communicate any behavioural and/or safety issues that arise to the bus operator who will then communicate with the school
• understand how to operate any accessibility equipment fitted to the bus such as a wheelchair hoist
• ensure one staff member remains on the bus while students are on board.
• IMPORTANT: Bus drivers must ensure all students have exited the vehicle prior to leaving the school following the morning service and prior to returning to the garage location following the afternoon service. A physical walk through of the bus interior must be completed in both the morning and afternoon and when implemented the fitted card reader must be scanned.

Circumstances that may indicate the unsuitability of a driver include:

• poor driving procedure
• any allegation of an offence that results in police or court prosecution.

Bus supervisors

Bus services have supervisors who have a role in ensuring student safety. They are not expected to perform medical intervention beyond basic first aid in the event of an emergency.

If any student requires toilet facilities during transit, arrangements will be made in advance to ensure they have appropriate protective products to minimise discomfort if an incident occurs. Supervisors are required to focus on the safety of all students and must be alert and available at all times and therefore must not attempt to change students or clean the bus during transit.

Supervisors must:

• hold a first aid qualification that includes cardiopulmonary resuscitation (CPR) and anaphylaxis training and is obtained from a recognised training provider
• attend annual first aid refresher courses
• hold a current Working with Children Check
• complete the SDTP online learning module prior to the commencement of each school year or, for new staff, prior to commencing their first shift
• participate in other relevant training offered by the school
• implement support strategies to manage challenging student behaviour on the bus in accordance with advice provided by the school
• work with the driver to document and communicate any behavioural and/or safety issues that arise to the bus operator who will then communicate with the school
• adhere to risk management plans agreed to by the school and bus operator, including in relation to management of situations in which a parent/carer is not present at the drop-off point and the student does not have an agreed individual travel plan allowing the student to travel home independently from the drop-off point
• mark the electronic manifest or travel rolls as students board the service (at pick-up and drop-off); this includes handover of students to and from the school.
• ensure one staff member remains on the bus at all times
• secure wheelchairs in position, check that wheelchair brakes are on and electric wheelchairs are off and activate wheelchair restraints
• where fitted, check students’ seatbelts are secured and secure the seatbelts of students who require assistance
• supervise the students while in transit
• report any injury to a person in transit to the principal
• IMPORTANT: Supervisors are to be aware that bus drivers must ensure all students have exited the vehicle prior to leaving the school following the morning service and prior to returning to the garage location following the afternoon service. A physical walk through of the bus interior must be completed in both the morning and afternoon and, when implemented, the fitted card reader must be scanned.

Circumstances that may indicate the unsuitability of a supervisor include:

• inability to supervise students and maintain control
• any allegation of an offence that results in police or court prosecution.

Training

It is a requirement under each bus operator’s contract that drivers and supervisors be allowed to attend any training offered by the schools. School-run sessions are usually held at the start of each year and at other mutually agreed times.

In addition, bus operators are required to ensure that all drivers and supervisors complete the SDTP online learning module prior to the commencement of each school year or, for new staff, prior to commencing their first shift. A certificate of completion (provided on completion of the learning module) must be maintained on the staff member’s file.

Student behaviour on school buses

In the event a student does not comply with the conditions of travel, drivers and supervisors are advised to follow the procedures below:

• stop the vehicle
• record the student’s name and full details of the breach
• transport the student to school or to their designated stop
• report the breach to the principal and the operator.

The principal will take disciplinary measures in accordance with the policy below.

Additionally, under Transport (Passenger Vehicles) Regulations 2005 bus drivers have the authority to 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 from a bus service

Ejecting a student must be considered a measure of last resort. The bus driver must speak with the principal before ejecting a student from the bus and ensure plans are in place to reduce risk to the student.

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

It is the responsibility of the principal to inform the parents/carers of their child’s ejection from the bus and where they 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, the principal and parents/carers of those responsible must be informed. The students or their parent/carers may be required to meet the cost of repair.

Responsibilities of parents/carers

Parents/carers are required to:

• discuss their child’s travel needs and requirements with the school
• prepare their child for travel, giving consideration to toileting, hydration and medical needs
• work cooperatively with schools and the bus operator regarding day-to-day travel issues and be available to offer support when any issues arise
• assist the supervisor as required to get their child on and off the school bus or in and out of the taxi service
• report a recent change in their child’s condition that might affect the safety of their child or other passengers
• ensure their child is at the pick-up point at least five minutes prior to the departure time
• ensure they are waiting for their child at the drop-off point at least five minutes prior to the arrival time unless the student’s travel plan confirms the student may travel home independently from the drop-off point
• provide the receipt, use and return of specialised travel equipment required during transit
• ensure the school has their current contact numbers in the event of emergency
• report any incidents regarding travel that are a cause for concern to the school. If an issue is significant or of ongoing concern it may be addressed in writing to the STU using the contact details provided in Appendix 2.

Parents/carers must communicate directly with the school and not bus operators, except in the following circumstances:

• in the event of absence of their child from the morning bus run
• in the event of an emergency.

The department requires all students accessing a SDTP-provided service to be accompanied to and from the bus or taxi. Alternative arrangements may only be made with the written agreement of the school and the parents/carers. Students may return home without being met by an adult only when both the school and parents/carers agree that the student has reached a suitable level of maturity; this should be documented in the student’s travel plan.

The department may require parents/carers to seek alternative transport arrangements if their child poses a health or safety risk to other students, staff and/or property on a service.

Preparing a child to travel

Parents/carers must understand their child’s travel arrangements and appropriately prepare their child for the journey to school.

Bus and taxi services are not safely able to facilitate rest stops and are not equipped to provide medical intervention (other than basic emergency responses on bus services where supervisors are trained in first aid). To minimise risk of choking, allergic reactions or other adverse events, food and beverages are not permitted on SDTP-provided bus services.

Responsibilities of the STU

The STU is responsible for:

• developing and communicating the SDTP policy and procedures with specialist and integrated schools
• procuring SDTP-provided transport to and from schools including schools operating self-managed bus services
• administering the special school bus service contracts and managing operators who provide the services under the SDTP (including reimbursement of operators in accordance with the contracts)
• assisting the Allowances Unit with students receiving the conveyance allowance as their transport assistance
• maintaining and updating the SDTP online learning module
• providing advice and support to regional offices on transport-related matters
• providing advice and support to schools on transport-related matters
• considering applications for exemption outside the standard policy
• processing and assessing transport special case consideration applications
• assisting transport services during an emergency in accordance with the SDTP Emergency Management Operational Guidelines.

Responsibilities of the department’s regional offices

Regional offices are responsible for:

• providing advice and support to schools on transport-related matters including applications for transport special case consideration
• 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
• liaising with the STU on determinations from exemptions
• managing transport services during an emergency in accordance with the SDTP Emergency Management Operational Guidelines and a school’s emergency management plan.