Students with

Disabilities
Transport Program
Policy and Procedures
January 2016
Published by the Department of Education and Training
Melbourne October 2015 for use from January 2016.
State of Victoria (Department of Education and
Training) 2016
The copyright in this document is owned by the State of
Victoria (Department of Education and Training), or in
the case of some materials, by third parties (third party
materials). No part may be reproduced by any process
except in accordance with the provisions of the
Copyright Act 1968, the National Education Access
Licence for Schools (NEALS) (see below) or with
permission.
An educational institution situated in Australia which is
not conducted for profit, or a body responsible for
administering such an institution may copy and
communicate the materials, other than third party
materials, for the educational purposes of the
institution.
Authorised by the Department of Education and
Training, 2 Treasury Place, East Melbourne, Victoria,
3002. ISBN 978-0-7594-0804-3. This document is also
available on the internet at
www.education.vic.gov.au/studenttransport
 1. Introduction 1
2. Criteria Determining Eligibility for the SDTP 2
Criteria 1 Be eligible for the Program for Students with Disabilities (PSD) 2
Criteria 2 Reside in the Designated Transport Area (DTA)
of the school attended 2
Contents Criteria 3 Be enrolled for three or more days per week 2
Criteria 4 Be of school age and reside in Victoria 2
Other important information 2
Exemptions to the eligibility criteria 4
Other exceptional circumstances or appeals or special cases 5
3. Types of Assistance Available 7
SDTP specialist school buses 7
SDTP specialist school taxis 7
Conveyance allowance 7
Travel education 8
School Bus Program (SBP) 8
4. Administration of the SDTP 9
Emergency management 9
Responsibilities of schools 9
Responsibilities of bus operators 16
Responsibilities of parents/guardians 21
Responsibilities of the STU 22
Responsibilities of the Departments regional offices 22
5. Provision of Transport Services 23
Annual route review process 23
Procurement 23
Travel time 23
Transport routes 24
Modification of services 24
Special safety requirements 26
Pupil free days 26
Appendix 1 Glossary 27
Appendix 2 Contact details 28
Appendix 3 Privacy information 29
 1. Introduction

While parents/guardians have primary responsibility for transporting their children to and from
school, to facilitate substantive equality for students with a disability, the Department of Education
and Training (the Department) may offer travel assistance to students attending their designated
government specialist school.
The Students with Disabilities Transport Program (SDTP) is a contribution towards and an
acknowledgement of the additional costs families may incur as a result of attending a specialist
school. Attendance at a specialist school does not automatically entitle a student to assistance or
preclude parents from being primarily responsible for their childs transport arrangements.
The SDTP is guided by the transport regulations under the Education and Training Reform
Regulations 2007 and the Bus Safety Act 2009.
This policy and procedures document sets out the specific roles and responsibilities of all parties
involved in the provision and management of disability transport assistance.
This policy is effective from January 2016 and replaces all previously published procedural
guidelines for the SDTP.

1 Introduction 1
2. Criteria Determining Eligibility
for the SDTP
This section explains the criteria used to determine a students eligibility to claim transport
assistance under the SDTP. A student must meet all of the criteria detailed below to be
considered eligible.

Criteria 1 Be eligible for the Program for Students with

Disabilities (PSD)
The PSD supports the education of a defined population of students with moderate to
severe disabilities in Victorian government schools by providing schools with additional
resources.
For further information regarding this program, please refer to the PSD guidelines.
www.education.vic.gov.au/school/teachers/health/Pages/disabilities.aspx.

Criteria 2 Reside in the Designated Transport Area (DTA) of the

school attended
A DTA has been established for each government specialist school to ensure the efficient
provision of transport services. To be eligible for transport assistance, students must reside
within the DTA of the specialist school attended.
Parents/guardians may choose to enrol their child at any specialist school outside of their
DTA however this precludes the student from accessing any transport assistance.

Criteria 3 Be enrolled for three or more days per week

Students must be enrolled at a specialist school for three or more days per week to be
eligible for transport assistance.

Criteria 4 Be of school age and reside in Victoria

School is compulsory for all Victorian children aged between six and 17 years of age. For
the purposes of the SDTP, students are eligible for assistance if they are aged between five
and 18 years of age at the time of their application, and reside in Victoria.
Note: Students who turn 19 years of age during their time at school remain eligible for
transport assistance until they complete their schooling.

Other important information

Change of address
If a student changes residential address, a new application must be made to the school and
assessed against all criteria.
Priority of transport considerations
Once the school has determined that transport is required, together the principal, family and
Student Transport Unit (STU) will determine the most appropriate form of transport
assistance for the student. Determining the type of travel assistance must be made
considering the nature of the childs disability and, if possible, link to the students learning
plan with the view to developing life-long skills. In some cases travel arrangements may be a
combination of travel assistance such as free bus travel and conveyance allowance.

Criteria Determining Eligibility for the SDTP 2

The Department acknowledges that due to the nature of students disabilities, travel
arrangements will vary for individual students.
If bus travel is determined as the most appropriate form of travel assistance, specialist school
principals are responsible for assessing a students travel application and for informing
parents/guardians of the conditions for travel.
Principals must consider the following factors prior to placing a student on a Department-
provided transport service:
As parents/guardians have primary responsibility for transporting their children to and from
school, what contribution are they able to make in the transport arrangement?
Does the student have the capacity to learn to travel independently? If so, the student
should have travel education included as part of their learning plan and have the goal of
being able to travel independently to and from school.
Is it possible for rural and regional students to travel on existing public transport or School
Bus Program services?
With some services the demand for seats can exceed the carrying capacity of the bus. In
these situations the principal should give preference to students with higher needs or those
traveling five days a week. If after applying these criteria there is more seating available,
preference should be given to those who have the greatest distance to travel and to the
youngest students.
Pick-up points
Where appropriate, students are expected to meet the bus at pick-up points.
This ensures time spent on the bus is kept to a minimum for all students and bus services run
efficiently as possible.
The principal must submit an application for special consideration if they determine a student
is unable to access a pick-up point and requires an alternative transport arrangement. The
STU will consider each application for an alternative arrangement on a case by case basis.
Students residing less than 4.8km from the specialist school
Parents/guardians are deemed responsible for their childs travel arrangements if they reside
less than 4.8km by shortest practicable route from their local specialist school.
Access to a bus service may be provided to students residing less than 4.8km from their local
specialist school if:
seating is available on the service after all students with a higher priority of access have
been accommodated
the students parents/guardians accept the conditions of travel (which include restrictions
such as relinquishing the seat should a student with a higher priority of access require the
seat)
the Department incurs no additional cost.
If the principal deems it necessary for the student to have unrestricted access to a seat then
the parents/guardians may apply through the school for the STU to consider.
Conveyance allowance is generally not provided to students residing less than 4.8km from
the school. If the principal deems it necessary for the student to receive conveyance
allowance below this distance, the parents/guardians may apply through their school for the
STU to consider.

Criteria Determining Eligibility for the SDTP 3

Students travelling independently to and from school will have their public transport ticket
(commonly the Victorian Student Pass) reimbursed by the Department through a conveyance
allowance even if they reside less than 4.8km from the school/campus attended.
Students who reside at more than one address
SDTP-provided transport services
Principals may approve students who reside at more than one address to access more than
one service.
The student must be assessed against all criteria from each address. For example, if a
student is eligible from two addresses, they may be permitted to access two bus services.
As students residing at more than one address will not be accessing either service fulltime,
where spare capacity is limited, priority of access to each service must be considered by the
principal using the advice above.
An eligible student who is accessing more than one service only contributes to a case for the
addition, modification or retention of the service from their primary address. In situations
where there is an equal time spent at each address, the parents/guardians must specify the
primary address. Each student then only counts as one eligible student over the whole
network.
Conveyance allowance
A student who resides at more than one address can be assessed for eligibility from both the
primary and secondary residence.
For students who are eligible from only the primary or secondary address, payment will be at
a pro-rata amount based on the number of days they reside at the address.
For students eligible from both addresses, the school will claim a full allowance from the
primary address and allocate appropriate amounts to the parents/guardians.
This also applies for multimode allowances.

Exemptions to the eligibility criteria

Interstate students
Each Australian state is responsible for the school transport of students residing in that state.
Interstate students attending Victorian specialist schools may be permitted to travel on a
Department-provided bus service subject to the following conditions:
seating is available on the service after all students with a higher priority of access have
been accommodated.
the students parents/guardians accept the conditions of travel (which include restrictions
such as relinquishing the seat should a student with a higher priority of access require the
seat).
The Department incurs no additional cost.
Interstate students cannot form part of a case for addition, retention or modification of
service.

Criteria Determining Eligibility for the SDTP 4

Early Childhood Intervention Services (ECIS)
Transport services are not provided to Early Childhood Intervention Services. ECIS students
may be permitted to travel on a Department provided bus service subject to the following
conditions:
seating is available on the service after all students with a higher priority of access have
been accommodated
the students parents/guardians accept the conditions of travel (which include restrictions
such as relinquishing the seat should a student with a higher priority of access require the
seat)
the Department incurs no additional cost
the student resides in the schools DTA.
ECIS students cannot form part of a case for addition, retention or modification of service.
Travel to alternative locations
The Department only provides services between a students residence and their school. The
Department does not provide shuttle services between school campuses or to any programs
not located on the main school site or campus.
Travel to alternative locations, such as respite care, therapy or out of school hours care, can
only be accommodated if:
students can be dropped off or picked up on their existing bus route
the alternative location is within the schools DTA
the arrangement does not adversely affect the other passengers or the existing timetable
the Department incurs no additional cost
arrangements have been made for supervision at pick-up and drop-off points (for example,
with respite facility staff).

Other exceptional circumstances or appeals or special cases

Parent/guardians wishing to apply for special consideration or appeal a transport decision
must make an application through their school. Schools must have the application endorsed
by their regional office prior to submitting it to the STU at
[email protected].
Special case applications will be considered by the STU if the application falls into one of the
following categories:
The student has commenced the final year of the school they attend and changes
residential address.
Students who are the subject of specific court orders that stipulate the student must
continue their education at a particular location (copy of court order is required with the
application).
In circumstances where a student has moved school for reasons of:
o Genuine concern for personal safety or for the safety of other students (documentation
from the original school of enrolment and the student welfare coordinator will be required to
support the exemption; information will be also accepted from external welfare agencies).
Criteria Determining Eligibility for the SDTP 5
o Consistent with the staged approach recommended in the student engagement policy
guidelines, the school has developed flexible learning options for the student, which may
include transfer of a student to another school setting (this does not include intercampus
movements). This recommendation must be supported by DETs regional director and the
two principals of the schools involved in the student transfer.
Requests for special case approval that are complex in nature may be reviewed by an
independent panel known as the Transport Special Cases Consideration Panel, and is
convened by the Departments chief finance officer. Representation on the panel includes
members from the Student Transport and Family Allowances Branch, practising principals
and when required, a representative from the Departments Disability and Inclusion Branch
and PTV.
The panel meets monthly in term one and once per term thereafter. Prior to the panel
hearing, the STU may seek further advice from the lodging government schools regional
director. The students application must include applicable supporting documentation such as
recommendations from the schools student support group (as defined by the student
engagement guidelines), and any individual education and/or behavioural plans.
Transport assistance will not be available to a student until such time as the panel meets and
considers their application.
All recommendations of the panel will be forwarded to the Departments Deputy Secretary,
Infrastructure and Finance Services Group, for approval.
The following applies to special case approval:
special case approval is limited to the student and transport service involved in the
application. Sibling rights do not apply
special case approval will cease if the student moves residential address, changes school
or transport mode
special case approval is not automatic. Each case will be considered on merit with
reference to the transport infrastructure in the area and precedents established.

Criteria Determining Eligibility for the SDTP 6

3. Types of Assistance Available

The Department offers several different types of transport assistance under the SDTP.
It is recommended schools discuss with parents/guardians the types of transport assistance
at enrolment time. It is an opportunity for parents/guardians to consider how they may
contribute towards their childs transport needs and also consider their childs long-term
transport-related education goals, which may include learning to be an independent traveller.

SDTP specialist school buses

The Department offers bus services to and from government specialist schools. Each bus
service has a supervisor on board in addition to the driver.

SDTP specialist school taxis

Taxis may be considered as feeder services to a SDTP-provided bus service or in a situation
where it can be demonstrated that a taxi service is more cost efficient in the long-term than a
bus service.
These will be considered on a case-by-case basis and will be strongly weighted by the
number of students requesting the service and the cost of the service. Supervision is not
provided during taxi travel. Students requiring supervision during transport will generally not
be considered for taxi travel.
Taxi travel will not be allowed without the documented authorisation of the STU and students
may not access existing taxi services without applying and being approved by the STU.

Conveyance allowance
Conveyance allowance provides financial assistance to parents/guardians transporting their
child to and from school or to students travelling independently to and from school using
public transport.
Conveyance allowance cannot be paid if there is a bus service available and a family
chooses not to access the bus service. However, the student may be eligible for the
conveyance allowance if a physical, behavioural or health reason prevents them from
accessing the bus. The STU will require documentation supporting the conveyance
allowance claim before it can be submitted to the Conveyance Allowance Unit for payment.
Travel educated students travelling independently to and from school may claim the
conveyance allowance to access public transport irrespective of the availability of a SDTP-
provided service.
For more information, please refer to the Conveyance Allowance Program Policy and
Procedures available here:
www.education.vic.gov.au/school/teachers/management/finance/Pages/conveyance.a
spx

Multimode conveyance allowances

Multimode conveyance allowance applies when a student uses more than one mode of
transport (e.g. private car and SDTP specialist school bus) for a journey between home and
school.
A conveyance allowance may be granted at the appropriate rate for private car or public
transport where the distance travelled is 4.8km or more for each leg of the journey. This
provision does not apply if the journey could have been undertaken using a single mode
transport or one leg of the journey is less than 4.8km.
Types of Assistance Available 7
Travel education
There is an expectation that students with access to public transport and assessed as
cognitively, emotionally and behaviourally able will or will be taught to travel independently to
and from school.
Students travelling independently to and from school will have their public transport ticket
(commonly the Victorian Student Pass) reimbursed by the Department through a
conveyance allowance.
Subject to discussion with the STU, students may retain their seat on a specialist school bus
service while they are learning to travel independently.
The Department has developed the Travel Education Framework (TEF) to assist specialist
schools in the development of their travel education program. The TEF can be found at
www.education.vic.gov.au/studenttransport

School Bus Program (SBP)

The SBP provides transport to students attending government and non-government schools
in rural and regional Victoria. In some situations it may be deemed appropriate for a student
attending a specialist school to access an SBP service. Specialist school students are
assessed under the SDTP criteria and where deemed appropriate should access SBP
services that operate within the DTA of their specialist school.
Students accessing SBP services must be able to travel independently as no supervisors
are on the buses or at interchange points.
For more information, please refer to the School Bus Program Policy and Procedures
available here: www.education.vic.gov.au/studenttransport

Types of Assistance Available 8

4. Administration of the SDTP

Emergency management
All schools should refer to the SDTP Emergency Management Operational Guidelines,
which is separate to this policy and procedures document. A copy of the Emergency
Management Operational Guidelines can be found at
www.education.vic.gov.au/studenttransport
Each specialist school must have an emergency management plan that includes emergency
procedures in the event of a breakdown, accident, bushfire or other emergency situation. 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
schools EMP.

Responsibilities of schools
All specialist schools receive a transport administration allowance to assist with the costs
associated with administering the SDTP.
Principals have overall responsibility for the day-to-day management of Department-
provided 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.
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/guardians and bus operators (where
appropriate) are informed and able to meet each childs needs and cater for their disabilities.
Parents/guardians should be involved in the development of their childs travel plan.
Where appropriate, specialist schools are strongly encouraged to include travel education in
an individual students broader education plan.
Data collection and procedures
Principals must collate and maintain the following up-to-date information on behalf of the
Department and distribute to all bus operators:
Route and passenger details
o a roll/database of approved passengers, their bus stops and timings for pick-up and
drop-off
o students residential addresses
o seat allocations
o authorised bus stops
o medical information
o emergency contact information for each passenger
o details of any extra safety needs of a passenger while in transit.

Administration of the SDTP 9

 Route maps
A map of the approved route(s) with a list of each services authorised bus stops and the
location of where each bus will be garaged overnight. The STU can provide route maps to
schools.
Timetable
A bus timetable with scheduled departure and arrival times for the school(s) and all
authorized 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.
Reviews of DTAs
A review of DTAs may be undertaken when the demographics of an area changes
significantly, a new school is established, the enrolment criteria of the abutting schools
changes or when considered appropriate by the Department.
Where a DTA is 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/guardians.
Any review of DTAs must involve the schools concerned and be chaired by a nominated
officer from the Department. Where a consensus cannot be reached between the schools
concerned, the Department will make the determination.
Travel approval
Principals are responsible for coordinating and seeking approval for all applications to
access a SDTP-provided service.
Principals are responsible for coordinating applications for conveyance allowance and
submitting applications onto the Student Conveyance Allowance System (SCAS) for
approval.
Once a students travel plan is completed, schools must send parents/guardians a letter
confirming the agreed travel arrangements, including pick-up and drop-off times and bus
operator information.
Information from the travel application is entered into CASES21 and a copy is retained by
the school.
Applications for travel for the new school year should be received by the end of November of
the previous year. This will ensure adequate time is provided to operators for the scheduling
of services. Late applications may be accepted at the discretion of the principal.
All changes to a students travel arrangements must be done in consultation with their
parents/guardians and confirmed in writing to all parties. All changes must be recorded in
the database and the STU notified.

Administration of the SDTP 10

Central data management
The Department provides schools with a database that assists with the management and
reporting of student travel data. School 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 database and
submitted to the STU each term or as and when a change occurs.
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.
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.
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 student and the proximity of the bus stop to other hazards
the ability of students to board and alight from the bus.
The bus operator should be included in the risk management process and any risk raised by
them or any other party must be taken seriously by a school. Where a risk is identified,
principals should apply the Departments Risk Management Framework, to assist in the
assessment, treatment and monitoring of the risk. All risk management processes, including
treatment strategies, follow-up action and the consultation undertaken, must be documented
in the framework.
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.
Student behaviour
Principals are responsible for student behaviour on Department-provided services and have
the authority to take disciplinary action for challenging behaviour including temporary or
permanent removal from a bus service. Principal are the central point for reporting all
incidents.
Prior to a student commencing travel, the principal must inform parents/guardians of the
conditions of travel, which include standards of behaviour and schools must regularly hold
student forums to discuss appropriate travel behaviour.

Administration of the SDTP 11

If a principal is sufficiently concerned about a students behaviour, they must issue a Notice
of Concern Behaviour to the students or parent/guardian. The principal must document all
incidents of misbehaviour, which may support decisions made in relation to discipline.
If the principal believes an incident is particularly serious, a students 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/guardians and the bus operator and the driver of the bus service.
During a period of suspension, a students transport is the responsibility of their
parent/guardian. 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 WorkSafe 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 first
aid). To minimise the risk of choking, allergic reactions or other adverse situations, food and
beverages are not permitted on SDTP-provided services.
Training for bus operators
Schools are expected to provide any training they deem necessary to bus operators. 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/guardians
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
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.

Administration of the SDTP 12

Authorising bus operators 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 from month 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
operators 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.
Memorandums of Understanding (MOUs)
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 here: www.education.vic.gov.au/studenttransport.
MOUs must be reviewed annually and updated and submitted to the STU before the start of
the following 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. SMBs operate under by a
Memorandum of Understanding (MOU) between the school and the Department and it
details the roles and responsibilities of each party in relation to the reimbursement of costs,
insurance, and student eligibility. MOUs are reviewed annually and a template MOU can be
obtained at www.education.vic.gov.au/studenttransport.

Administration of the SDTP 13

 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 or a driver 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 Department-
provided 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.
An apparent breach of contract must be immediately brought to the Departments 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 Departments 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 or is being used in alternative charter arrangements.
The STU must approve any temporary service that lasts longer than 48 hours.

17 Administration of the SDTP 14

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/guardians
The principal is responsible for informing parents/guardians 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/guardians need to be made aware that access to
the transport service is not immediate and it may take up to 10 working days before their
child can access the service. During this time, parents/guardians are responsible for their
childs transport arrangements.
The principal must keep parents/guardians informed about transport assistance
arrangements, school bus safety education and the obligations of parents/guardians.
Principals must provide advice to parents/guardians of 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/guardians 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.

Administration of the SDTP 15

Parents/guardians must be notified of any misbehaviour and advised the travel
arrangements for a student suspended or permanently removed from a service will become
their responsibility.
Principals must ensure parents/guardians understand that it is their responsibility to list their
childs medical conditions on the application to travel. Where appropriate, the principal
should provide the operator with details of the medical condition. The parents/ guardians
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/guardians 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 (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 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, a government school teacher is
not permitted to hold or have an interest in a school bus contract without written permission
of the Department.
Reporting
Bus operators and drivers are required to report the following matters to the principal:
all instances of student misbehaviour; any action taken in response to the misbehaviour; 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.

Administration of the SDTP 16

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 from month 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
operators 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 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 students eligibility to travel or
can 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
setdown 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 School Bus Emergency Management Procedures)
be contactable if parents/guardians 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
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

Administration of the SDTP 17

 using 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 drivers and supervisors participate in 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 reduction in distance must be reported to the STU. 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.
Bus drivers
Bus drivers drive to and from the school, from the first pick-up point to the last and 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.
Under the provisions of the Public Administration Act 2004, a government school teacher is
not permitted to be employed as a school bus driver without written permission from their
DET regional director. Administration of the SDTP 18
8
Drivers have a role in the safety and supervision of students while on board 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 drivers license appropriate to the size of vehicle being driven
hold a Drivers 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 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
participate in relevant training offered by the school where required
work with the supervisor to document and communicate any safety issues that arise and
report behavioural issues to the schools representatives
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 AM service to the school. A physical walk through of the bus
interior must be completed.
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
participate in relevant training offered by the school Administration of the SDTP 19
8
 work with the driver to document and communicate any safety issues that arise to the bus
operator who will then communicate with the school
mark the travel rolls as students board the service (at pick-up and drop-off). This also
includes handover of students to and from the school.
report behavioural issues to the principal via the bus operator
ensure either the driver or supervisor 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: Bus Drivers must ensure all students have exited the vehicle prior to leaving
the school following the AM service to the school. A physical walk through of the bus
interior must be completed.
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 operators 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.
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:
the driver will stop the vehicle
the students name and full details of the breach will be recorded
the student will be transported to school or to their designated stop
the breach will be reported 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.

Administration of the SDTP 20

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.
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/guardians of their childs 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/guardians of those
responsible must be informed. The students or their parent/guardian will be required to meet
the cost of repair.

Responsibilities of parents/guardians
Parents/guardians are required to:
discuss their childs 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 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 childs 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
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 is 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/guardians 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/guardians. Students may return home
without being met by an adult only when both the school and parents/guardians agree that
the student has reached a suitable level of maturity.
The Department may require parents/guardians to seek alternative transport arrangements if
their child poses a health or safety risk to other students, staff and/or property on a service.
Administration of the SDTP 21
Preparing a child to travel
Parents/guardians must understand their childs 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 schools
procuring SDTP-provided transport to and from specialist schools
administering the contracts and managing operators who provide the services under the
SDTP (including reimbursement of operators in accordance with the contracts).
assisting the Family Payments Unit with students receiving the conveyance allowance as
their transport assistance
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 Student Transport
Emergency Management Procedures.

Responsibilities of the Departments 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/guardians
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 Student
Transport Emergency Management Procedures and a schools emergency management
plan.

Administration of the SDTP 22

5. Provision of Transport Services

Transport services are provided and funded through the Departments STU. Any changes or
variation to SDTP-provided transport services remain the responsibility of the STU, as this
ensures bus services continue to meet demand and comply with departmental policy.
The Department actively discourages the disruption of students once a travel routine is
established. However, bus timetables and travel routes are subject to change, particularly as
students start and stop attending each school.

Annual route review process

Prior to the start of each school year all SDTP-provided travel services are reviewed by the
STU who looks into the efficiency and viability of each bus route and assesses it against
demand.
Depending on demand the STU either adds, removes or changes resources or routes.
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. The Department
recognises it is not always be possible to confirm student numbers prior to the end of the
school year, so in some cases other arrangements need to be made.
Where practicable the STU will contact bus operators to discuss changes and seek
suggestions before advising a school of any areas where potential changes can be made.
Bus operators are invited to assist their school with its annual review.
Submissions should be received by the STU prior to the end of November so adequate time
is allowed for planning.
The STU endeavours to balance families needs with the requirement to run efficient
services within its funding provision.

Procurement
The engagement of bus operators for one or more specialist schools requires the completion
of a formal procurement process and a contract between the Department and the company
providing the service.
The STU will undertake the procurement process in accordance with the Victorian
Government Purchasing Board and the Departments requirements.

Travel time
Students are not permitted to travel more than 120 minutes per trip and services are not
timetabled beyond that limit. However, emergency situations or unforseen traffic conditions
may result in the travel time going beyond the 120 minute time limit.
The STU, when reviewing service demand, may consider variations to services that extend
student travel time up to the 120 minute per trip limit.

Provision of Transport Services 23

Transport routes
Bus stops
Bus stops must be established in safe locations where all activities at the stop are conspicuous
and visible to road users. There should be sufficient space for parents/guardians to wait for or
with their children without impeding the safe arrival or departure of the bus and where students
can board and alight safely. As far as is practicable, buses should be able to stop clear of
passing traffic. The reversing of a bus at a pick-up or drop-off point is not permitted.
Suitable bus stops can be suggested by the principal in consultation with the bus operator and
the STU. Where required, a site assessment will be sought from the relevant road authority
(VicRoads or the local council). The STU must approve all bus stops before they are put in use.

Road suitability
The STU and bus operators are responsible for ensuring roads used by school buses are
suitable for use in all weather conditions. New housing estates with narrow cul-de-sac-style
streets, (often known as courts), are not considered safe for vehicles to enter or exit and must
not be used as pick-up or drop-off points.
Any long-term interim, alternative route must be approved by VicRoads or the local council as
suitable for school bus traffic in all weather conditions and approved by the STU.
A bus service should not be withdrawn from a section of a route except:
in cases of emergency
when the appropriate road authority is unable to certify the route is suitable for school bus
traffic in all weather conditions.

Modification of services
New bus services
A proposal for a new service will be considered if:
there is a minimum of seven students eligible for the service. If there are less than seven
eligible students, the STU will review the need for a service on a case by case basis
it is possible to implement the service without a decrease in future demand.
The STU will review the service after six months to determine whether the service is removed or
maintained.
In instances where a bus service is not appropriate, due to student numbers or locations, the
STU will provide alternative travel assistance, such as access to a conveyance allowance.

Provision of Transport Services 24

New taxi services
A proposal for a new service will be considered if:
there is a minimum of three students eligible for the service
it is possible to implement the service without a decrease in future demand.
The STU will review the service after six months to determine whether the service is
removed or maintained.
Extensions and variations to existing services
The STU must approve any change to travel services that will affect student travel or the
cost of the service.
Schools are required to make an application for the extension or variation of an existing
service using Form X and submit it to the STU. The application must include the following
details:
an assessment of existing passengers against travel criteria
consideration of students who may be able to travel independently
consideration of larger vehicle against time, future capacity (coming/going), toilet
requirements whether a conveyance allowance is suitable for any families.
Maintaining a service
Over time students accessing a service may decrease. A bus service will continue to be
offered for as long as the number of eligible students who cannot be accommodated on
another bus service remains at six or more. If the number of students falls below six the bus
service will be removed.
A taxi service will continue to be offered for as long as the number of eligible students who
cannot be accommodated on another service remains at three or more. If the number of
students falls below three the taxi service will be removed. Where appropriate, a taxi service
will be phased out when the student it was established for no longer attends school or
requires transport assistance. The STU reviews and authorises all taxi routes during Term 4
for the following school year.
Exceptions to the total number of students required to maintain a service will be rare but
may occur in isolated areas. Cases are considered on their merits by the STU.
Dead running (bus services only)
A student is not permitted to access a bus during dead running time. If a student lives close
to a bus services dead running route, the principal can put forward a case to the STU for
the route to be extended to allow for student access. These are assessed on a case-by-case
basis.

Provision of Transport Services 25

Special safety requirements
The Department recognises that some students travelling on an SDTP-provided service may
require support or equipment additional to standard seatbelts to ensure their safety and
comfort during the journey.
The STU has developed a good practice guide that provides information about what a
students travel needs are and how to identify and respond to these needs. It provides
advice on issues to be taken into account when thinking about safe travel, such as the
different types of equipment available, who is involved in determining safe travel and legal
considerations. Parents/guardians must be involved in the decision to use additional safety
equipment. Additional equipment is to be supplied by the students parents/guardians.
The good practice guide can be found here: www.education.vic.gov.au/studenttransport.
Seatbelts and child restraints
All new buses used on SDTP-provided services are required to have seatbelts. There may
be a number of old vehicles that cannot be retrofitted with seatbelts and these are exempt
from seatbelt legislation. Seatbelt laws do not apply for buses that seat more than 12 adults
(including the driver). If seatbelts are available, they must be used.
VicRoads can provide advice child restraints in vehicles and the use of a front seat. The
information can be found on their website at: www.vicroads.vic.gov.au. SDTP- provided
buses and taxis must comply with these regulations at all times.

Pupil free days

Services will not operate on pupil free days. On non-state wide pupil free days, schools are
required to advise the STU and bus operators when services are not required. The claim for
payment advice submitted for this period should indicate that services were not provided on
such days.

Provision of Transport Services 26

Appendix 1 Glossary

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

Appendix 1 Glossary 27
Appendix 2 Contact details

Department of Education and Training (DET)

The Student Transport Unit is located at 2 Treasury Place, East Melbourne 3002
GPO Box 4367, Melbourne 3001
Phone: (03) 9637 2200
Email: [email protected]
School website: www.education.vic.gov.au/studenttransport
Parent website: www.education.vic.gov.au/travellingtoschool

Public Transport Victoria

To determine where public transport is available for independent travel education,
contact PTV.
Website: www.ptv.vic.gov.au
Phone: 1800 800 007

VicRoads
For advice about child restraints and seating positions in a vehicle, contact VicRoads.
Website: www.vicroads.vic.gov.au
Phone: 131 171

Appendix 2 Contact details 28

Appendix 3 Privacy information

The release of any personal information concerning students, including their names or
addresses, must be in accordance with the Health Records Act 2001 and the Privacy and
Data Protection Act 2014 and the Charter of Human Rights and Responsibilities. The
principal should obtain the consent of parents/guardians for the release of information during
the schools enrolment process and when applying for travel.
In completing the application to travel, parents/guardians are providing informed consent to
the use their or their childs residential information for the purpose of planning and operating
transport services. Parents/guardians should be made aware their residential information
may be disclosed to other families as the address for a central pick-up point.
Schools must only use personal information for the purpose detailed above or when required
by law.

Appendix 3 Privacy information 29