General Risk Assessments
Covering the Local Transport of Employees and Students by
Car, Taxi, Coach, Bus, People Carrier or Minibus.
Organisers may apply the following general risk assessment, where relevant to the transport
of passengers over short distances (typically within Tyne and Wear and short trips into
Northumberland):
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Employees driving their own car;
Volunteers driving their own car;
Taxi;
Private hire coaches or buses;
University owned / leased coaches, minibuses or people carriers or privately hired
vehicles.
Organisers responsible for organising the journey and drivers must ensure that the precautions
specified in the relevant risk assessment are implemented, where appropriate.
Organisers must conduct a more detailed risk assessment for any journey involving the
transport of employees and or students or any aspect of the journey which presents a
significant risk not covered by the following risk assessment. This will include but is not
limited to:
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Journeys where students with individual support requirement or behavioural
issues are being transported;
Journeys which involve travelling significant distances and / or significant journey
times;
All other modes of transport not covered by the risk assessments, e.g. Farm
Vehicles, Fork Lift Trucks, Sea Vessels;
Transport of animals;
Transport of equipment not capable of being safely stored in designated luggage
compartments on the vehicle, this includes journeys involving towing.
A blank risk assessment form is provided in Appendix 3 to assist managers or organisers to
conduct a more detailed risk assessment where required.
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Newcastle University
Risk Assessment
Title of project or activity
Responsible person / Manager
School
Date of assessment
Location of work
(Buildings and room numbers)
[ENTER DETAILS HERE]
[ENTER DETAILS HERE]
[ENTER DETAILS HERE]
dd/mm/yyyy
[ENTER DETAILS HERE]
Introduction
The following risk assessment/guidance has been developed to assess the hazardous activities,
risks and identify appropriate control measures to reduce them. A simple implementation check
is provided to assist schools in demonstrating that the control measures are being implemented.
Please identify when they have been implemented or when it is non applicable. Please refer to
the Safety in Transportation Supplementary Safety Policy.
Activities with Hazardous Potential and Significant Risks
are contained within the shaded area. The First shaded area in the assessment identifies the
hazard or hazardous activity and the second identifies the risks imposed by that activity.
Preventative and Protective Measures to Reduce Risks to an
Acceptable Level (or Avoid Them Altogether)
are contained within the un-shaded areas. This section identifies the control measures required
and may require schools to choose options or carryout additional risk assessments.
Help and Support
Safety Office
Occupational Health Unit
Hazard 1
Schools must visit the University Safety Office Website. The
website contains a wide range of guidance which will assist schools
manage health and safety effectively including University Safety
Policies and Supplements, Safety Guidance, Training, Forms, etc.
Short Journeys Made By
Employees Using Their Own
Car.
Implemented
Date
N/A
Potential Risks are to employees, students and any other person who could be
affected by University activities. The potential risks are:
Risks
Control
Measures
2
 Collisions with vehicles, pedestrians or other objects, potentially causing death or
severe injury to the driver, University employee, student and members of the
public;
 Harm to students who are vulnerable passengers or under 18’s, from unsupervised
drivers,
 Being struck by heavy items of luggage
Precautions drivers must take:
 Obtain a written assurance (see Driver’s Assurance Form in Appendix 5) that the
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Hazard 2
driver:
Hold a valid driving licence free from endorsements unless these have been
previously evaluated by a Head of School, this document should be provided to
the school prior to vehicle use;
Hold car insurance which includes business use and provide the document to the
school prior to vehicle use;
Successfully have passed enhanced CRB checks prior to transporting vulnerable
students or young people. Drivers should contact the Student Wellbeing Service
or Equalities and the Diversity Team when transporting disabled and vulnerable
passengers;
Ensure that their vehicle is in a road worthy condition and where appropriate hold
a current MOT certificate for the vehicle;
Be fit to drive;
Comply with requirements of the Highway Code;
Consider whether the individual needs of the passengers being transported
requires additional supervision, arrange if necessary;
Check that all passengers are wearing their seat belts prior to departure;
Transport heavy items of luggage/equipment in the boot;
Not smoke in their car when transporting colleagues or students, and should
remind passengers (if appropriate) not to smoke during the journey.
Short Car Journeys Made By
Volunteer Drivers Using Their
Own Car
Implemented
Date
N/A
Potential Risks are to employees, students and any other person who could be
affected by University activities. The potential risks are:
Risk
Control
Measures
3
 Collisions with vehicles, pedestrians or other objects, potentially causing death or
severe injury to the driver, University employee, student and members of the
public;
 Harm to students who are vulnerable passengers or under 18’s from unsupervised
drivers;
 Being struck by heavy items of luggage.
Precautions managers/organisers organising the transport must take:
 Obtain a written assurance (see Volunteer Driver’s Assurance Form in Appendix
4) that the volunteer driver:
 Holds a valid driving licence;
 Has a car in a road worthy condition (with an MOT certificate where appropriate)
and has third party car insurance as a minimum;
 Has not been cautioned or convicted of an offence which would make them
unsuitable to work with young or vulnerable people;
 Will comply with the Highway Code, is fit to drive and will refrain from smoking;
 Consider whether the passenger requires additional supervision on the journey and
arrange if necessary;
 Ensure supervisors have been subjected to an enhanced CRB check and are
appropriately trained in respect to any support requirement of the passenger,
including moving and handling training where transfers need to be undertaken,
behavioural issues and any specialist equipment required for the journey.
Managers/Organisers should contact the Student Wellbeing Service or the
Equalities and Diversity Team when transporting disabled and vulnerable
passenger;
 Inform the driver to transport any heavy items of luggage/equipment in the boot.
Precautions drivers must take:
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Hazard 3
Provide the necessary written assurance;
Be fit to drive;
Comply with the Highway Code;
Check that the student is wearing a correctly fastened seat restraint;
Refrain from smoking;
Promptly report any incidents and accidents to their organiser.
Short Taxi Journeys.
Implemented
Date
N/A
Potential Risks are to employees, students and any other person who could be
affected by University activities. The potential risks are:
Risks
Control
Measures
4
 Collisions with vehicles, pedestrians or other objects, potentially causing death or
severe injury to the driver, University employee, students and members of the
public;
 Harm to students who are vulnerable passengers or under 18’s, from unsupervised
drivers;
 Being struck by heavy items of luggage;
 Strains, sprains or other injuries affecting the driver, employee or student from
incorrect moving and handling.
Precautions manager/organiser/employee organising the transport must take:
 Where a student presents distracting behaviour consider whether a taxi with an
enclosed passenger compartment should be used to minimise the risk of driver
distraction;
 Use a taxi procured by the University;
 Use a taxi with a suitable proprietary means of securing the wheelchair if the
passenger is unable to transfer into a fixed seat. Unoccupied wheelchairs should
be securely stored;
 Provide an adequate level of supervision for the journey, taking into account any
individual support requirement and/or behavioural issues. Supervisors must have
been enhanced CRB checked, have the appropriate training and skills in respect to
any behavioural issues, other support requirements including moving and handling
training where service transfers need to be undertaken and any specialist
equipment is required for the journey. Managers/Organisers should contact the
Student Wellbeing Service or the Equalities and Diversity Team when
transporting disabled and vulnerable passengers;
 Where reasonably practicable, ensure that for planned journeys carried out on a
regular basis e.g. daily, all students and employees have access to a 3 point seat
belt restraint rather than a lap strap. If 3 or more passengers are being transported
consider whether an additional taxi or an alternative mode of transport could be
used to ensure the same high standard of seat restraint is provided;
 Remind passengers to wear their seat belts, if necessary;
 Request that heavy items of luggage/equipment be secured or transported in
luggage compartments;
 Remind passengers not to smoke during the journey, if appropriate.
Hazard 4
Short Journeys Using
University or Private Hire
Coaches, Buses, Minibuses
and Delivery Vehicles.
Implemented
Date
N/A
Potential Risks are to employees, students and any other person who could be
affected by University activities. The potential risks are:
Risks
Control
Measures
 Collisions with vehicles, pedestrians or other objects, potentially causing death or
severe injury to the driver, University employee, students and members of the
public;
 Students who are not passengers, walking or running closely alongside the moving
vehicle tripping and falling under the wheels, with the potential for death or
serious injury;
 Being struck by heavy items of luggage.
Precautions group leader/manager/organiser organising the visit must ensure
are in place:
 Wherever possible use a coach fitted with seat belts, in preference to a bus,
 Provide an adequate level of supervision for the numbers of passengers, taking
into account specific individual needs, including behavioural, mobility and
medical needs (etc). Supervisors must have been enhanced CRB checked and
have the appropriate training and skills in respect to any behavioural issues, other
support requirement including moving and handling training where transfers need
to be undertaken and any specialist equipment is required for the journey.
Managers/Organisers should contact the Student Wellbeing Service or the
Equalities and Diversity Team when transporting disabled and vulnerable
passengers,
 Ensure drivers hold a valid licence for the vehicle and has been authorised to drive
it;
 Ensure the driver has experience and is competent to drive the intended vehicle.
Identify and carry out familiarisation training where required,
 Ensure that the driver has been instructed in emergency procedures for the journey
prior to departure. These should include issuing instructions to the driver to stop
prior to employees providing assistance to passengers during the journey,
preferred use of emergency exits at rear or kerbside of vehicle,
 Ensure that University drivers complete the University Insurance procedures,
 Ensure that the vehicle is maintained in a roadworthy condition. Vehicles must be
serviced and subject to an MOT;
 Ensure that any passenger lifts and tail lifts are subject to regular servicing and a
statutory through examination and inspection every six months;
 When transporting under 18’s instruct them on the standards of behaviour
considered acceptable during the journey, not to run alongside the moving coach,
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 Remind passengers not to smoke during the journey, if appropriate,
 Supervisors should be instructed to position themselves throughout the coach/bus
so all students can be seen,
 Ensure that when waiting to board the coach/bus students wait well away from the
vehicle,
 Heavy items of luggage should be transported in the boot or luggage
compartment,
 Comply with any additional requirements for the transport of passengers by
coach/bus in school policies on visits and trips.
Hazard 5
Short Journeys Using Coaches,
Minibuses or People Carriers
Owned/Leased By University or
Privately Hired For
Transporting Of Disabled
People
Implemented
Date
N/A
Potential Risks are to employees, students and any other person who could be
affected by University activities. The potential risks are:
Risks
Control
Measures
 Collisions with vehicles, pedestrians or other objects, potentially causing death or
severe injury to the driver, University employee, students and members of the
public,
 Students who are not passengers, walking or running closely alongside the moving
vehicle tripping and falling under the wheels, with the potential for death or
serious injury,
 Being struck by heavy items of luggage,
 Failure to adequately secure passengers in wheel chairs, resulting in fatalities or
serious injury,
 Strain and sprain or other injuries arising from incorrect moving and handling of
passengers.
Precautions group leader/manager/organiser organising the transport must
ensure are in place for:
Private Hire Vehicles:
 Managers/Organisers should contact the Student Wellbeing Service or the
Equalities and Diversity Team when transporting disabled and vulnerable
passengers,
 Use a coach/minibus firm which the school has used before or has been procured
for the provision of taxi and Private Hire Vehicles Services.
University Owned/Leased Vehicles:
 Managers/Organisers should contact the Student Wellbeing Service or the
Equalities and Diversity Team when transporting disabled and vulnerable
passengers;
 Driver holds a valid licence for the vehicle and has been authorised to drive it;
 Ensure that the vehicle is maintained in a roadworthy condition. Vehicles must be
serviced and subject to an MOT;
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 Ensure that any passenger lifts and tail lifts are subject to regular servicing and a
statutory through examination and inspection every six months;
 Ensure that tracking, clamps, webbing and other mechanisms used to secure
wheelchairs are maintained in good condition and are subjected to a regular
recorded visual inspection;
Private Hire and University Owned/Leased Vehicles:
 Provide an adequate level of supervision for the numbers of passengers, taking
into account specific individual needs, including behavioural, mobility and
medical needs (etc). Supervisors must have enhanced CRB checks and have the
appropriate training and skills in respect of any behavioural issues, or other
support requirement (including moving and handling training) and any specialist
equipment required for the journey. Organisers should contact the Student
Wellbeing Service or the Equalities and Diversity Team when transporting
disabled and vulnerable passengers;
 Confirm that vehicle is equipped with an appropriate fire extinguisher and
displays a warning ‘Child on Board’ sign where required;
 Supervisors should be instructed to position themselves throughout the coach/bus
so all passengers can be seen;
 Driver and Supervisors must be instructed to wear seat belts at all times when the
vehicle is in motion;
 Ensure that the driver and Supervisors have been instructed in emergency
procedures for the journey prior to departure. These should include issuing
instructions to the driver to stop prior to employees providing assistance to
students during the journey, preferred use of emergency exits at rear or kerbside of
vehicle;
 When transporting under 18’s instruct them on the standards of behaviour
considered acceptable during the journey and not to run alongside the moving
coach or bus;
 Ensure that when waiting to board the coach/bus students are instructed to wait
well away from the vehicle;
 Remind passengers that smoking is not permitted in the vehicle;
 Comply with any additional requirements for the transport of students by coach,
minibus or people carrier in school policies on visits and trips.
Precautions Drivers must take:
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Be fit to drive;
Carry out a first use check for any vehicle defects;
Check all passengers are wearing their seat belts prior to leaving;
Comply with the Highway Code;
Transport any heavy items of luggage/equipment in designated storage
compartments;
 Refrain from smoking;
 Promptly report any incidents and accidents to their line manager/organiser.
Responsible person / Manager
Name
[ENTER HERE]
7
Signature
[ENTER HERE]
Date
[ENTER HERE]
University Safety Policy Supplement – Safety in Transportation
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