- Overview
- Rationale and Scope
- Attachments and References
- Definitions
- Driver Standards
- Passenger Standards
- Daily Scheduled Routes
- Excursions and Bookings
- Administration and Privacy Standards
- Procedures for Managing Misbehaviour
- Procedures for Minor Emergencies and Breakdowns
- Procedures for Secondary Student Agreements
- Student Agreements
- Appendix A: Pre/Post Journey Inspections
First created | 10 August 2017 |
Last reviewed | 10 March 2023 |
Review cycle | Two years |
Approver | Senior Leadership Team |
Owner | Projects Manager |
Stakeholders | Board, staff, students, parents |
Child Safety | National Principles 1-10 |
Overview #
Via the provision of our bus services, we aim to provide a safe, accessible, and enjoyable means of transportation for the College community. In order to achieve this, we have implemented this Bus Standards and Conditions of Use Policy, which outlines our expectations for Driver and Passenger behaviour and staff procedures.
Rationale and Scope #
The purpose of this policy is to help Passengers and Drivers enjoy safe and incident-free travel while using our bus services. This is achieved via the regulations and expectations for behaviour established in this policy. This policy applies to Drivers employed by the College, students and their families, and staff utilising the bus service.
Attachments and References #
This policy should be read in conjunction with the following documents:
Definitions #
- Drivers means those appropriately licensed and authorised by the College to operate a bus.
- Passengers refers to any other individual who is otherwise present on a bus for the duration of a journey and may include:
- students who are registered users of the College’s daily scheduled routes (either full-time, part-time, or casual);
- students using the bus service as transport to and from an Excursion or other College activity;
- teachers or parents accompanying students in either of the above.
- Excursion refers collectively to any activity that requires transportation of Passengers to and from an off-campus destination. Examples include class-based activities, carnivals, and camps (refer to 8.2 Driver Standards).
- A minor emergency is defined as a situation such as a breakdown, traffic accident, or other incident where:
- the Driver and/or Passengers do not require urgent medical attention;
- the vehicle is still able to function and be driven; or
- the situation does not otherwise meet the criteria of a Crisis.
- A Crisis is defined as a situation in which:
- the vehicle is unmoveable;
- an accident has occurred resulting in the injury of a Driver, Passenger, or member of the public;
- a Driver has not arrived to commence his or her scheduled run; or
- other incidents beyond the scope of a minor emergency.
- Serious misbehaviour refers to fighting, use of bad language, verbal or physical threats and vandalism.
- General misbehaviour includes unbuckling seat belts, making excessive noise, repeated refusal to present smart rider cards, not listening to instructions, and similar behaviour that is not classified as serious misbehaviour, as defined above.
Driver Standards #
Caring for the safety of Passengers is a tremendous responsibility and driving a College bus requires the use of sound judgement. Drivers are required to comply with the following standards to assist them in meeting this responsibility:
- Drivers are to uphold the good name of the College by acting in a way that is in keeping with its Christian values and ethos.
- Drivers are to observe the College dress code. This comprises of black pants, black polished footwear, and the College polo shirt, with the addition of the College jacket in the winter term. No visible body art, nor excessive piercings are permitted. A professional standard of dress, grooming, and hygiene is to be maintained. A hat may be worn according to the season.
- Drivers are to refrain from using non-prescription sunglasses with excessively dark tint owing to the risk that vision is compromised. This is especially important on overcast days. Appropriate eye protection during the summer months is of course acceptable. Drivers are to undergo sight testing in line with licensing requirements imposed by the Department of Transport. Drivers are expected to apply sunscreen as protection against excessive sun exposure.
- Drivers are expected to ensure that all licensing and other checks as required, and which may alter from time to time, are kept up to date.
- It is never appropriate to drive in excess of posted speed limits; delivering passengers to their destination safely is more important than being on time. Drivers are to maintain an appropriate speed for the road and weather conditions encountered.
- Drivers’ speed should always be adjusted downward for any road hazard or extremely rough areas. Buses tend to have extremely stiff suspension and will bounce to the point that the wheels/tires may leave the ground if a rough area is hit at an excessive speed. Drivers should not allow this to happen.
- Buses should not be late to pick up passengers unless allowances are being made for weather or road conditions. Where known in advance, Drivers should account for these when timing their routes. Adverse conditions should be reported in the first instance to the Fleet Manager; where he or she is unavailable, Drivers should contact the College Business Office directly.
- Drivers are to ensure that buses are equipped with a first aid kit. If items in the kit need to be replaced, the Driver must contact the Fleet Manager immediately. First aid kits are to be always stocked and left in the bus.
- Drivers will keep their assigned vehicles in a clean and orderly condition at all times and are to leave them with sufficient fuel for the following day’s activities.
- Drivers are responsible for pre- and post-trip inspections, which are to include safety equipment such as first aid kits and fire extinguishers (refer to Appendix A). A pre-departure inspection is to be completed at the beginning of every day, prior to the first run. Any faults found, whether identified in the pre-departure inspection or after, are to be recorded on a pre-departure inspection sheet and submitted to the Fleet Manager.
- The Fleet Manager will ensure that the pre-departure inspection sheet has been completed daily and an electronic version is kept on file.
- Drivers are to ensure that all forms and reports required by the Fleet Manager are completed correctly and submitted in a timely manner. Driver enquiries and concerns should be addressed in the first instance to the Fleet Manager.
- Any mechanical or electrical problems with the vehicles should be reported to the Fleet Manager using the correct forms as soon as possible. Drivers are expected to drive safely and pay attention to the mechanical workings of the vehicles.
- The manual use of mobile phones by the Driver while the bus is in motion is strictly prohibited. Hands-free technology may be used, but only with caution, having regard for the potential danger posed by the distraction of the driver by a call. College staff will not place a call to a Driver, and neither will a Driver make a phone call during a scheduled bus journey, except in an emergency. If a call is urgent, the Driver is to assess the traffic conditions before attending to the call, and pull off the road safely, for the duration of the call if possible.
- Drivers are to refrain from verbal abuse of, and physical interactions with, other road users, pedestrians, and passengers (particularly students), at all times.
- College buses cannot be used for personal use, and Drivers are to refrain from transporting students to shops or delis or fulfilling other such requests at any time.
- Drivers are to record all the times they use a bus in the bus logbook as maintained by the Fleet Manager.
- Drivers are expected to fulfil excursions as directed by the Fleet Manager. The Fleet manager is to be consulted before any route amendment or before any changes to an excursion may be made. From time to time, an emergent situation may require that the driver makes an adjustment to a driving task. If it is not possible to discuss this in advance, the driver is to brief the Fleet Manager as soon as practical after the fact.
- When Teachers accompany students on excursions, they are responsible for student discipline. Drivers ought not to become involved in this process. In circumstances where no Teacher is present, the Driver’s primary responsibility remains the safe operation of the vehicle. It may be necessary for the Driver to become involved to some extent in managing behaviour if and when it is safe to do so. If an incident of serious misbehaviour (see definition above) arises, drivers are requested to make a report to the Fleet Manager for follow up with the Deputy Principal as necessary. General misbehaviour, such as failure to listen to and obey instructions, unbuckling seatbelts, making excessive noise and repeated failure to bring a SmartRider card, may be dealt with by the driver as outlined in 10(i) Procedures for Managing Misbehaviour.
Passenger Standards #
Passengers using the bus service are expected to comply with the following standards:
General Standards #
- As per the College’s Code of Conduct (Students), students are to recognise and respect the needs and rights of others. This extends to other Passengers and Drivers employed as part of the bus service who have the right to enjoy a safe and pleasant journey to and from the College. Disruptive behaviours can be dangerous in such circumstances and will not be tolerated.
- Passengers’ behaviour must be of the highest standard, reflecting the Christian values and ethos of the College. Fighting, profanity, obscenity, arguing, wilfully defacing or damaging College property will not be tolerated.
- Where a student has been found to have vandalised or otherwise damaged a bus in any way, the costs for these repairs will be charged to their parents’ account.
- On daily scheduled routes, the Driver is in full charge of the bus and students for the duration of the journey. Students are expected to obey the Driver promptly and fully. During Excursions, students must also follow all directions given by their accompanying teachers. Failing to follow Driver or teacher instructions may result in the student being referred to the Principal for further action.
- Littering or throwing of rubbish or other items inside or out of the bus at any time is strictly prohibited.
- Passengers must not make faces, signs, or any other gestures to the drivers of other vehicles or passers-by at any time.
- Passengers must wait until the bus has come to a complete stop before disembarking. Students must follow all directions of the Driver or teacher in charge when exiting and are to obey any applicable road safety rules.
- No food or drink (with the exception of water) is to be consumed on the bus at any time.
- We reserve the right to remove any student from the bus who does not comply with these standards.
Safety Precautions #
- Passengers must not, at any time, extend any part of their body out of the bus windows.
- Unnecessary conversations with the Driver are prohibited. Drivers must be able to give their full attention to driving.
- Our buses are fitted with seat belts, which must be fastened correctly for the duration of the journey. Passengers are not permitted to move about the bus whilst it is in motion (e.g. changing seats or walking up and down the aisle). Some exceptions to this are detailed in 6.3 Standing in Buses.
- CCTV security cameras are fitted in all our buses. Please refer to Administration and Privacy Standards for more information.
Standing in Buses #
- As a general rule, Passengers are required to sit and have seat belts fastened at all times while travelling on buses.
- We recognise that there are occasions where a particular bus may be full and spare seats are not available. In such cases, the following standards apply:
- Students K-2: Three to a seat, no standing allowed.
- Students Years 3-6: Two to a seat, no standing allowed.
- Students Years 7-12: Two to a seat, may stand if necessary.
- Fundamentally, the standards outlined above assume a certain level of maturity on the part of older students. Students in Years 7-12 are therefore expected to take the initiative in offering seats to younger students where circumstances call for this. This displays an attitude of good Christian leadership that is in keeping with our values and ethos and promotes the safety of all onboard the bus.
Daily Scheduled Routes #
We aim to provide a safe and accessible means of transport for families who may otherwise find delivering and collecting their children from our campuses difficult. In order to achieve this, certain regulations are to be observed by all parties, and it is hoped that all persons involved will conscientiously observe the standards outlined below. Violations of these standards should be reported to the Principal or to the Finance Manager as soon as possible.
- Drivers are responsible for the conduct and behaviour of students on the bus for the duration of a daily scheduled journey.
- Where issues are encountered, such as delays, substantial student misbehaviour, or a minor accident, Drivers should contact the Campus Administration Office which will advise on the actions to be taken. Where the Administration Office is unavailable, Drivers may contact the Business Office directly. Drivers should have these phone numbers stored on their mobile phone.
- Drivers may not alter a pre-set route or schedule and must notify the relevant Administration Office and the Fleet Manager of expected delays of 15 minutes or more. Judgement should be used in communicating delays in other situations.
- Drivers are never to touch or otherwise physically interact with a student. Should a student’s behaviour become uncontrollable, the Driver is to safely pull off the road and bring the vehicle to a complete stop before contacting the Administration Office to inform them of the situation. The Administration Assistant may need to consult with the Principal prior to advising the Driver.
- Students are expected to comply with the standards outlined under Passenger Standards.
- The bus will not wait for students who are late. If the bus is running ahead of schedule, it may leave up to 5 minutes earlier than timetabled. Parents should ensure that students arrive at the appropriate stop at least 5 minutes prior to the designated time, and be there to collect them up to 5 minutes earlier in the afternoon.
- The bus providing the service will be clearly identified.
- Timetables for daily scheduled routes may be altered from time to time. We will make all reasonable attempts to contact affected families ahead of such changes taking effect.
- Primary-age students are to be met at the bus stop by a parent, guardian, or other authorised person. If an expected parent has not arrived, Drivers may contact parents by phone whilst the bus is at a stop. If a parent cannot be reached, the Driver is to return the student to the closest campus, where a staff member will take appropriate action.
- Parents/guardians of Primary-age students are instructed to meet the student at the bus. The Driver is to wait for the parent/guardian to meet the child at the stop. Primary-age students may not cross traffic in order to meet a parent/guardian.
Excursions and Bookings #
It is our desire that an Excursion is a pleasant and enjoyable educational experience for all involved. In order to achieve this, certain regulations are to be observed by all parties. It is hoped that all persons involved in Excursions will conscientiously observe the standards outlined below. Violations of these standards should be reported to the Principal or to the Finance Manager as soon as possible.
Procedure for Booking Buses #
- Buses may only be reserved using the appropriate bus booking calendar.
- Staff are required to plan for all off-campus activities well in advance. In the interests of economy, College transport is to be used whenever possible. On rare occasions and where no alternative arrangement is possible, staff may apply to book a bus using a third-party provider. The CEO alone is authorised to approve such requests.
Driver Standards #
- A bus will not be assigned without a booking made via the Fleet Manager. If a booking is not received or is received with extremely short notice, a vehicle may not be assigned.
- Drivers should have the vehicle at the designated loading area at least 15 minutes prior to departure.
- Drivers are to ensure that the bus is clean and in good condition in time for the Excursion.
- Drivers are responsible for driving the bus in a safe manner and via the most efficient route to the planned destination as is possible.
- Drivers are required to adhere to the booking and route schedule as approved by the Fleet Manager for the Excursion. Any changes to these arrangements that are requested by the Principal, teacher in charge, parents, or students will not be adhered to unless approved by the Fleet Manager.
- Upon arriving at the destination the Driver is not to leave for a break until he or she has checked with the teacher in charge to be sure that they are not needed at that particular time.
- When travelling in convoy, each Driver should maintain a safe distance from the vehicle in front. It is the responsibility of each Driver to maintain visual contact with other College vehicles.
- For the duration of the Excursion, the conduct of students is the responsibility of the teacher. Drivers will be responsible only for the operation of the bus.
- In the event that student conduct becomes unruly to the extent that it creates a hazardous driving environment, the Driver shall request the teacher to correct the situation.
- In the event that the teacher will not or cannot correct the situation, the Driver may safely pull off the road until the conduct of students becomes satisfactory. This is a last resort and should be used very sparingly and only if student conduct is such that it creates a dangerous driving environment.
- While students are not permitted to move about the bus while it is in motion, general student ‘commotion’ (e.g. particularly loud talking) are not sufficient grounds for stopping the bus.
Staff Standards #
- Teaching staff accompanying students on an Excursion are responsible for the conduct and behaviour of students on the bus and during the activity.
- Staff are required to plan for all off-campus activities well in advance. In the interests of economy, College transport is to be used whenever possible. On rare occasions and where no alternative arrangement is possible, staff may apply to book a bus using a third-party provider. The CEO alone is authorised to approve such requests.
- Teachers are to ensure that students remain in their seats, with seat belts fastened, once the bus is in motion.
- Teachers are to position themselves in the middle or back of the bus where they will be able to more readily observe students.
- Teachers are expected to support the Driver’s responsibility to operate the bus in a safe manner. This includes making sure the bus is left clean at the conclusion of the Excursion, and that students are behaving acceptably.
- Drivers are required to adhere to the booking and route schedule for the excursion as approved by the Fleet Manager. Any alterations teachers may request will not be accepted unless approved by the Fleet Manager.
Student Standards #
- Only students who are currently enrolled at Rehoboth Christian College will be transported in our buses to Excursions.
- Students are expected to cooperate with their teachers and with the Driver in order to provide a safe and enjoyable journey.
- Students are expected to be at the assigned departure point at least 10 minutes prior to departure, or at such earlier time as set by the teacher in charge.
- Students on an Excursion are to observe the same College rules and standards of behaviour as are in place in the classroom. Students violating College rules or refusing to obey a teacher while on Excursion may be subject to the normal disciplinary procedures.
- All students attending Excursions who ride the bus must also return on the bus, unless parents have personally made alternative arrangements with the teacher in charge to collect the student.
- Parents requesting special arrangements must speak directly with the teacher in charge of the Excursion in the first instance, or to the Principal in the second instance in order to receive approval. The teacher in charge or the Principal will inform that Driver of any changes in the ridership.
Administration and Privacy Standards #
- For the safety of Passengers, all buses are fitted with CCTV cameras. The purpose of the cameras is to discourage Passengers from misbehaving and to capture any incidents that may occur while the bus is in motion. In keeping with our Privacy Policy, we do not maintain an archive of CCTV footage and will only utilise this as evidence for review purposes in the event of an incident.
- While we trust Passengers to maintain an appropriate standard of behaviour, we acknowledge that incidents do occur from time to time. The Procedures for Managing Misbehaviour section outlines the process for these cases.
- Under the direction of the CEO, a responsible officer is appointed to ensure that guidelines, procedures, and relevant legislation are followed by all who use the bus.
- The Fleet Manager is responsible for all daily management of the buses and associated areas of the College.
- All records relating to the operation and maintenance of the bus fleet are to be safely and securely stored in the Fleet Manager’s office.
- Auditing and maintenance of the bus fleet will be carried out as required.
- Use of the buses is to be recorded in an appropriate log.
- It is the responsibility of the Fleet Manager to ensure that all staff driving the buses hold a current MR license with an F-class endorsement. Drivers should be familiar with emergency procedures and the general operation of the buses, including passenger capacity and other applicable safety restrictions. Refer to section 11 for Minor Emergencies and Breakdowns Procedures.
- In accordance with our Privacy Policy, all bus enrolment forms will be stored safely and securely in the Business Office and the information we request from families to complete these forms will only be used for the purposes of the providing the bus service.
Procedures for Managing Misbehaviour #
- Parents are not permitted to enter the bus and approach other students with the aim of resolving an issue. Incidents should be reported to the Fleet Manager, who will liaise with the Principal for further action.
- Where issues are encountered, such as delays, substantial Passenger misbehaviour, or a minor accident, Drivers should contact the Administration Office which will advise on the actions to be taken. Where the Administration Office is unavailable, Drivers may contact the Business Office directly. Drivers should ensure that they have these phones numbers stored on their mobile phones.
- Passengers misbehaving who do not respond to verbal instructions from the Driver or teacher in charge will be reported to the Fleet Manager and details of the behaviour recorded.
- The Principal will examine the report and any evidence collected from CCTV footage. If warranted, a verbal warning will be issued to the Passenger.
- Where the Passenger in question continues to behave inappropriately and subsequent reports are made, the Principal will issue a written warning. In the case of a student, this warning will be delivered to his or her parents.
- Parents will be encouraged to discuss the matter with their child, and with the Principal if necessary.
- If the written warning is not adhered to, the Principal may opt to suspend the Passenger’s bus privileges for a prescribed period of time.
- Should parents not be satisfied with the Principal’s decision, they may appeal via our Complaints and Grievances (Parents) Policy.
- In line with the definitions contained in Section 4, serious misbehaviour is reported to the Fleet Manager and then to the Principal. Subject to attending to traffic-related safety as the first priority, drivers are permitted to intervene in the management of general misbehaviour as follows:
- First offence – The Driver issues a verbal warning. This will be followed up with an email to the Principal advising him or her that a verbal warning has been issued.
- Second offence – A written warning; and parents are notified by the Principal.
- Third offence – If students continue to misbehave, a temporary ban from using the bus service the next day is imposed. E.g., If the student misbehaves on the morning run, they are not permitted to use the morning run on the following school day. If the student misbehaves on the afternoon run, they are not permitted to use the afternoon run the following day. This approach allows parents 24 hours to make other arrangements. The Principal is to be informed, and in turn inform parents immediately.
- Subsequent Offences – The Principal’s discretion on continued bus usage applies. A day ban still applies.
Procedures for Minor Emergencies and Breakdowns #
The procedures below are applicable in the case of breakdowns, traffic accidents, or other minor emergencies where the Driver and/or Passengers do not require urgent medical attention, the vehicle is still able to function, or the situation does not otherwise meet the criteria of a Crisis. Please refer to our Emergency Management Policy in such cases.
Breakdowns #
- Any breakdowns, faults, or other mechanical defects are to be immediately reported to the Fleet Manager by phone once the bus has come to a complete stop.
- It is the responsibility of the Fleet Manager to arrange for alternative transport of Passengers. Where the Fleet Manager is otherwise indisposed, the Finance Manager will be responsible for facilitating arrangements.
- The maintenance and repair of such defects is to be made a priority and the bus returned to full operational capacity as soon as possible.
Accidents #
In the event of an accident involving damage to vehicles, Drivers will:
- exchange contact information (including addresses) with the other party and obtain the name of their insurers. The make and registration number of the other vehicles should also be recorded;
- record the contact information (including addresses) of as many witnesses as possible at the scene of the accident;
- report the accident to the Police if required to do so by State traffic laws or by-laws;
- report the incident verbally in the first instance to the Fleet Manager and Finance Manager as soon as is practicable. The Driver is to assist the Fleet Manager by providing details to be entered into an Incident and Hazard Report Form.
- in the case of damage to third-party property where no other vehicle is involved (e.g., fences or gates), notify the owner of the affected property as soon as possible, preferably before leaving the scene;
- where the vehicle is unable to be driven and authorisation from the Fleet Manager has been received, arrange for towing to the nearest authorised repairer.
Minor Emergencies #
- Stop the bus at once.
- As much as possible, ensure that the bus is not posing a further traffic hazard.
- Offer first aid assistance to anyone who might be injured.
- For more serious injuries, the ambulance services should be contacted on 000.
- Once the above actions have been completed, contact the Fleet Manager.
Crisis Management #
Situations that are beyond the scope of a minor emergency are considered a Crisis. In such circumstances, the Emergency Management Policy should be implemented. In summary, the following steps should be taken:
- The Finance Manager is to be informed as soon as possible. The Finance Manager then functions as the Crisis Manager (or, in his or her absence, the CEO) for the duration of the Crisis.
- The Crisis Manager will facilitate communication with all stakeholders via the Executive Assistant, including the Senior Leadership Team, Administration Office, and affected parents.
- The Fleet Manager is to be advised as soon as possible.
- As they become available, our other buses should be used to retrieve students from the site of the incident and deliver them to school.
Procedures for Secondary Student Agreements #
- All Secondary students will be required to sign their agreement to abide by the standards and conditions for the bus service as outlined in this policy, as all students will utilise our buses in some form throughout the year (whether for daily transport, excursions, carnivals, camps, etc).
- All Secondary students are expected to have read and understood the conditions of use outlined in this policy and to have signed the Agreement.
- The completed Agreement is to be submitted to the Business Office. All forms will be collated by the Business Office and original copies kept in the student’s family file.
- The Business Office will maintain a record of students who have submitted a completed Agreement. An electronic copy of each Agreement and of this record will be made accessible to the Secondary Administration Office.
- Any students who have failed to complete an Agreement will be followed up by the Secondary Administration Office.
- If a Secondary student is regularly using the bus service and has consistently failed to sign and submit an Agreement, then:
- the student’s parents will be advised that an Agreement is required in order for the student to continue using the bus service;
- if no Agreement has been received within two weeks of this correspondence, the student’s bus pass will be temporarily suspended and parents notified that they will be unable to use the service until an Agreement is received.
Student Agreements #
Please complete the relevant Student Agreement forms:
Appendix A: Pre/Post Journey Inspections #
- The thorough inspection of all vehicles on a daily basis is vitally important. It will ensure the fleet is safe and ready for use.
- A pre-departure inspection shall be carried out daily on all buses by the assigned Driver.
- The pre-departure inspection is to be signed off by the Driver and the Fleet Manager. The Fleet Manager will ensure that an electronic version of the daily inspection is kept on file.
- The Fleet Manager is to arrange for any maintenance and faults to be actioned immediately.
- If Drivers require assistance in completing this checklist, they should contact the Fleet Manager immediately.
Checklist #
- All lights operational
- Brakes – foot, park
- Windscreen clean, washer level full, washers working
- Reverse alarm functioning
- Horn functioning
- Seats secure, seat belts operational and not frayed
- All gauges operating within limits
- Air-conditioning operating
- All v-belts appear in working order
- Radiator fluid at correct level
- All oil levels at correct level (engine, brake, clutch)
- All hoses (radiator, heater, air-cleaner) appear in working order
- Wheels, tyres, secure and undamaged, tread good (inc. spare)
- Wheel nut indicators
- Battery is secure and clean, terminals secure, correct fluid levels
- Fire extinguisher secure, tag current
- First aid kit secure and complete
- Equipment – jack, handle, wheel brace, chocks, emergency triangles secure and complete
- Exterior – body condition, mirrors, dents, loose, cracked, or damaged fittings
- Interior – clean, free of dirt and rubbish
- Fuel – sufficient fuel for the day
Is this bus in a safe operating condition? (YES or NO)