Policy Document
/ Transportation and Bus RunsPolicy
Purpose / The primary objective of this document is to set the policy and procedures relating to children travelling with PCYC KidzCare for Excursions or After School Collection.
Overview / Children travelling to and from school and excursions have the right to be safe. All modes of transportation undertaken will be safe and comply with all the required regulations.
Scope / This policy applies to all educators and management of Police Citizens Youth Clubs NSW Ltd for KidzCare activities run both on site and off site.
Policy /
  • A minimum two adult PCYC representatives will be present on all excursion transportation, and when utilizing a PCYC vehicle for after school bus runs. Where PCYC is providing the driver this would mean one driver and one supervisor as a minimum.
  • All children travelling from one place to another must have the written consent of their parent/carer.
  • Coordinators/Managers will ensure that:
  • All vehicles used by the service comply with the appropriate road and transport regulations, are mechanically sound, have regular maintenance and have third party and comprehensive insurance
  • All educators or volunteer drivers hold the appropriate class of licence for the vehicle they are driving.
  • All drivers have their licence on their person before driving the vehicle.
  • Risk Assessments for all transportation must be completed before leaving the service and on return to the service.
  • Private vehicles can only be used if there is no PCYC vehicle available, and use of the private vehicle has been authorised by the club manager. The Use of Personal Vehicle for PCYC Purposes form, must be completed and signed off on as per the PCYC Vehicle Policy. If authority is given:
  • The vehicle must be registered and in a safe mechanical condition
  • The vehicle must be equipped with seatbelts for all passengers and driver
  • The vehicle must have a minimum Third Party Comprehensive Insurance policy. A copy of which must be supplied to the manager and kept on record at the club.
  • The driver must have a current driver’s licence appropriate to the vehicle being driven. A copy of this must be supplied to the club manager and kept on record at the club.
  • Before travelling in any vehicle, educators will ensure that all children are wearing seatbelts. The only exception to this is in a bus where seatbelts are not fitted.
  • All children under 7 years of age must be seated in a booster seat. This may be supplied by parents, the service or the transport company. The only exception to this is where the bus has no seatbelts fitted.
  • No child will be allowed to sit in the front of the vehicle. Where additional staff are travelling with the children they should be spaced throughout the vehicle.
  • The driver must ensure that the vehicle has the appropriate number of passengers and is not overloaded.
  • A first aid kit must be carried on the vehicle.
  • As per the excursion policy a list of all children’s emergency contact details must be taken on all transport. A mobile phone, list of contact numbers, the service name, address and phone number should be carried on all vehicles. An emergency contact number for the service should also be provided to all drivers.
  • Children will be required to remain seated and not behave in a dangerous or distracting manner. The driver will stop the vehicle if necessary, in a safe location, until the children comply with instructions.
  • When picking up and dropping off children, the vehicle should be parked in a location which does not require the children to cross roads. An educator should exit the vehicle first to ensure the children’s safety.
  • In the case of a vehicle breakdown, the educator in charge, or the driver, will phone the PCYC to inform staff/manager of the problem.
  • The coordinator and additional educators will arrange suitable alternate transport, ensuring that the children and educators are kept safe in the interim. Educators will also contact parents if necessary to inform them of delays.
  • In the case of a vehicle accident, the educator in charge, or the driver, will:
  • Check to see if any children or educators are injured, conduct first aid and phone for an ambulance if necessary
  • Comfort and calm the children
  • Ensure the children remain safe at all times and remain with the vehicle where this is a safe option
  • Take the required details of any other driver involved: name, contact, registration number, drivers licence, insurer and any damage done to either vehicle. Where possible photographs of damage to both vehicle and the surrounds, should be taken.
  • Phone the PCYC to inform the manager and organise alternate transport
  • The Manager/coordinator will inform parents of the incident and ensure that all appropriate accident procedures are undertaken.
  • Make an Accident/Incident Report on return to the PCYC.
When transporting children by Public Transport, educators will:
This section of the policy should be read in conjunction with the Excursions Policy.
  • Ensure that a list of the children’s names, contact number and the number of children travelling is taken.
  • Take the centre’s name, address and contact numbers with them.
  • Conduct a head count on a regular basis
  • Assist children in getting on and off the mode of transport
  • Ensure that all children are accounted for before allowing the vehicle to leave.
When transporting children from school:
  • All buses are to be driven by a driver with the appropriate class of driver’s licence, a copy of which must be kept in the drivers licence register. Drivers licence to be taken on the bus each time it is driven.
  • Visual inspection of the bus, both inside and out to be made before and after each bus run.
  • All buses to have a first aid kit, mobile phone and up to date emergency contacts list for all expected children, every time the bus leaves the service. Sign in sheets should be taken on PCYC KidzCare After School Care pickups.
  • Two adults to be on the bus each day, a driver and a supervisor. The driver should not leave the bus while children are on board.
  • The bus should not leave a school until all expected children are accounted for. Teachers should be spoken to if a child has not arrived at the bus. Parents should be called before the bus leaves the school.
  • Children should be signed in to care of PCYC KidzCare from the time they get on the bus.
  • Children must wear a seatbelt if they are fitted on the bus.
  • Children under 7 must use a booster seat where seatbelts are fitted to the bus. These may be supplied by the service or by parents.
  • Children must remain seated and facing forward while the bus is moving.
  • If children’s behaviour becomes a distraction for the driver, the driver should pull over to the side of the road when safe to do so and remain there until behaviour is settled and rules have been reiterated.
  • On arrival at the PCYC, the bus should be stopped so that children do not have to cross a road. The supervising educator should exit the vehicle before the children to ensure their safety.
  • The children should congregate around the educator and walk into the service in an orderly manner, being mindful of the general public who also utilize the PCYC.

Created By / PCYC KidzCare Management, Network of Community Activities, Educators and families in PCYC KidzCare.
Date Approved / May 2015
Date of Commencement / 18th May 2015
Amendment History / Version 3. Updated to reflect Educator, rather than staff. Refers to the PCYC Vehicle Policy and the Use of Personal Vehicle for PCYC Purposes Form.
Date For Next Review / May 2016
Related Documents / Education and Care Services National Law 2010
Education and Care Services National Regulations 2010 and 2014 Update (r100, 101, 102, 168)
National Quality Standard (2.3)
Seatbelt and booster seat legislation
PCYC Motor Vehicle Policy
PCYC Risk Assessments
KidzCare Sign In sheets
Excursion Policy
After School Care Booking Form
Policies/Rules Superseded by this Policy / Transportation and Bus Runs policy 2013
Search Key Words / Bus, Transport, Supervision