CODE OF PRACTICE ON THE USE
OF MINIBUSES
PLEASE NOTE: If your department either owns a minibus or
hires self-drive minibuses, they can be operated only with a
Small Bus Permit. See Section 4.2 for further information.
IMPORTANT NOTICE
A copy of this Code of Practice must be given to all drivers of minibuses within
each Department.
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
Aim
Application
Definition
Legal Duties
The Departmental Minibus Manager
The Minibus Driver
The Minibus
Driving Abroad
Advice for the Journey
1. Aim
To promote the safe and legal use of minibuses throughout the University
2. Application
This code applies to any minibuses owned, leased or hired by the University
and its Departments.
3. Definition
For legal purposes a minibus is a vehicle constructed or adapted to carry
between nine and sixteen passengers, not including the driver.
4. Legal Duties
4.1. General:
Before using minibuses you should consult the document, “Minibuses and the
Law”, issued by the Community Transport Association for full details on the
legal requirements.
Copies have been issued to Departmental Safety
Officers and are also available from the Safety Office. Anyone who drives or
operates a minibus to carry passengers has a legal duty to take all reasonable
precautions to ensure that it is operated safely. It is an offence to cause or
permit a minibus to be driven on the road when its condition, or the way in
which it is driven, could cause danger to anyone in the minibus or to other
road users.
4.2. The Small Bus Permit Scheme:
If your department either owns a minibus or hires self-drive minibuses,
they can be operated only with a small bus permit.
Under the Public Passenger Vehicles Act, 1981, operators of minibuses must
have a Public Service Vehicles Operator’s Licence if they are operated for
hire or reward. Under the definition of ‘hire or reward’, the use of minibuses
by the University for transport of students would be included, even if a direct
charge is not made for the journey. This is because tuition fees are paid by or
on behalf of the students and the charge for the transport is deemed to be
included in those fees. However, the Transport Act, 1985 allows exemptions
from this requirement for certain ‘not for profit’ organisations, including
educational establishments. The exemption is only given if the minibus user
operates a Small Bus Permit System. Amongst others, it requires that you
have a permit and associated windscreen disc for each minibus which you
operate (whether owned by the University or hired) and that all drivers have
been trained and assessed under the scheme. Before you use a minibus
(whether owned, leased or hired) for University-associated purposes you must
ensure that you follow the requirements of this system. However, this does
not apply if the driver is supplied by the company from whom you hire a
minibus, since this will be covered by the operator’s licence of the company.
Note, that small bus permits are not specific to a certain vehicle and are
transferable between minibuses. Thus, if you hire minibuses, you only need
enough permits to cover the maximum number of vehicles hired at any one
time. However, you will then need a system to ensure that the vehicle
windscreen disc is placed in and removed from the vehicles at the beginning
and end of the use by the Department.
If you need to obtain small bus permits, you can do so through Ken
Howells of ESTS.
It is also strongly recommended under this scheme that drivers receive
appropriate training and assessment. This can be arranged through a
Community Transport Association approved Trainer and assessor, operating
under MiDAS (Minibus Driver and Awareness Scheme]. The local provider is:
Defensive Driving & Fleet Training
The Lawns
64 Pen y Dre
Rhiwbina
Cardiff
CF14 6EQ
20613930
David.Lewis22@ntlworld.com
5. The Departmental Minibus Manager
Any department which operates minibuses for transport of students should
appoint a person to be responsible for the management of these operations –
the Departmental Minibus Manager. This applies whether the vehicles are
owned, leased or hired. Each Minibus Manager should have a copy of the
DETR publication, “Passenger transport provided by voluntary groups under
the Section 19 or 22 permit system” [PSV 385]. These can be ordered from:
Department of the Environment, Transport and the Regions,
Eland House
Bressenden Place,
London SW1E 5DU
020 7890 3000
http://www.detr.gov.uk
Copies may also be available form Ken Howells of ESTS.
The Minibus Manager should also have a copy of , ‘Minibuses and the Law’,
issued by the Community Transport Association (CTA). Copies are available
from Safety Services.
The Departmental Minibus Manager will be responsible for ensuring the
following with regard to minibuses owned, leased or hired by the Department:
 production of a written risk assessment for operation of minibuses within
the Department
 the operation of Small Bus Permits (Section 4.2), including ensuring that
every minibus in use has a permit and is displaying the corresponding disc
 every minibus driver possesses an appropriate driving licence (Section
6.1) and is not disqualified from driving and that a photocopy of the licence
has been filed
 every minibus driver has successfully completed appropriate driver training
and assessment (Section 4.2) for driving minibuses and that records are
kept. Although this is not mandatory, it is strongly recommended.
 driver’s licences are checked at least
every six months for
disqualifications
 that re-assessment of the driver’s competence is undertaken at least every
3 years
 each vehicles is taxed, has a current MOT and is appropriately insured
 each vehicle has an on-board log book
 each vehicle has regular safety checks and maintenance, as appropriate.
For hired or leased vehicles maintenance safety checks should be at least
once per semester
 each vehicle meets advised safety requirements
 each vehicle carries all necessary safety-related equipment (Box 1)
 seat belts are properly fitted and drivers are aware of their responsibilities
with regard to their use (Section 7.2).
 any specialist equipment (e.g. for disabled access; Section 7.3) in a
minibus is regularly maintained and fully operational and that each driver
of the vehicle is fully trained in its use.
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no driver exceeds the maximum permitted times for a working day and for
driving periods (Box 2). A second driver is appointed for longer journeys
where this might otherwise occur.
each driver, or at least one staff passenger, has basic training in first aid
(Section 9.3.2), emergency vehicle procedures and mechanical
breakdown procedure
each vehicle is covered by a roadside recovery or repair scheme (e.g. AA
or RAC)
that all relevant regulations and conditions are adhered to for any vehicle
travelling abroad (Section 8).
every minibus driver is given a copy of this code of practice
6 The Minibus Driver
6.1. Driver Requirements
All drivers of minibuses must:
1. be approved by their Head of Department
2. be registered with and approved by the University Insurance Advisor for
this purpose
3. be over 21 years old by law and preferably over 25 for insurance
purposes
4. hold a clean, current, full driving licence
5. have at least two years’ driving experience on a full licence
6. have successfully completed appropriate driver training and assessment
(Section 4.2) for driving minibuses. Although this is not mandatory, it is
strongly recommended.
7. have passed their car driving test before January 1 st 1997, or if they
passed the test after this date, the must have normally have passed a
second driving test to obtain full D1 entitlement on their licence. This
latter requirement may be waived if the driver fulfils requirements 3 and 5
above, the vehicle does not have a gross weight exceeding 3.5 tonnes
(4.25 tonnes including any specialised equipments for carriage of
disabled passengers) and the driver receives no payment or consideration
for driving the vehicle other than out-of-pocket expenses. Note that a
member of paid staff for whom this driving is an implicit part of his/her
employment under his/her job contract is very unlikely to be considered to
be meeting this last requirement.
6.2. Driver Responsibilities
A minibus drivers must:
 not consume any alcohol on the day of driving the vehicle on university
business until after the driving has been completed
 not consume alcohol to excess on the evening before driving the minibus
 not be taking any medication which could affect fitness to drive (consult
with your GP or the Health Centre if taking medication)
 carry out the list of checks for the roadworthiness and safety equipment of
the vehicle given in Box 1
 observe the list of requirements given in Box 2
 observe the list of requirements for parking given in Box 3
Box 1
Driver’s checklist for roadworthiness of the vehicle
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Tire pressures
Tire condition
Lights
Indicators
Fuel level
Oil level
Water level
Windscreen wipers and washers
Horn
Mirrors, presence, condition and alignment
First Aid Kit carried and complete
Fire extinguisher carried and within test date
Warning triangle carried
Vehicle displays a current Road-Fund Licence disc and a Small Bus
Permit disc
Serviceable spare tire and wheel changing equipment
Emergency door(s) are clearly marked
Reversing warning alarm (recommended)
Reversing lens fitted to rear window (recommended)
Fuel cut-off switch
Vehicle carrying capacity clearly marked
Special access equipment for disabled passengers (if fitted)
If there is a defect, do not drive the vehicle.
Report the defect immediately to the department Minibus Manager or to the
hire company for hired vehicles
The driver should also consider carrying the other useful equipment listed in
Box 4
Box 2
Activities required of the driver before and during the
journey
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Pre-plan the journey, be fully prepared and allow sufficient time for the
travel
Do not work for more than a maximum of 12 hours or exceed a maximum
of 9 hours driving in any 24 hour period.
Drive safely and with due care, observing all traffic regulations, including
speed limits
Carry out reversal manoeuvres with great care, particularly if passengers
are being conveyed. Make full use of all mirrors and the reversing lens.
Request the help of a staff passenger to guide you.
Do not use a mobile phone while driving
Ensure all passengers are seated and that the carrying capacity for
passengers is not exceeded
Check that all luggage is correctly stowed, with aisles unobstructed
Check that the vehicle is not overloaded
If a roof rack is use, make sure that the load is evenly distributed and
within the recommended weight limit for the vehicle
Ensure all doors are closed, but not locked and that emergency exit doors
are not obstructed
Check that all seat belts are used according to legal requirements
Ensure that no hazardous materials or flammable liquids are being carried
Make sure no-one aboard smokes
Ensure that specialist equipment is used correctly and in accordance with
manufacturers’ instructions
Identify and use safe pick-up and drop-off locations
Complete the vehicle log book
Leave the vehicle interior in a clean condition
Ensure that there is sufficient fuel left to allow the next user to begin the
next journey and re-fuel
Box 3
Legal requirements for parking a minibus
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Always park on the nearside of the road unless in a designated parking
place
Never be less than 10 metres from a road junction
Never be in contravention of a parking restriction (e.g. yellow lines)
Never cause an obstruction
If parking on the road at night, leave the side and rear lights on
Box 4
Other useful equipment to carry in a minibus
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instructions and contact details for handling an emergency
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insurance policy details
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breakdown policy details, contact numbers etc
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mobile phone/phonecard/change for telephone - for emergencies
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high visibility coat (BS EN 471)
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portable flashing beacon working torch
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webbing cutter
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pen and paper!
7. The Minibus
The law requires that a minibus must:
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be roadworthy and well maintained
display a valid tax disc
have a valid MOT certificate, if more than one year old
be adequately insured
display a Small Bus Permit disc, if operated as part of the Small Bus
Permit Scheme (Section 4.2)
7.1. Roadworthiness
It is the responsibility of the Departmental Minibus Manager to ensure that
vehicles operated by the department are maintained in a roadworthy
condition. Each driver must use the checklist in Box 1 to ensure that the
vehicle is roadworthy before any journey, whether the vehicle is owned,
leased or hired.
7.2. Seats and seat belts
All vehicles should have forward facing, preferably high-back, seats.
Minibuses with rear seats along each side of the vehicle and facing inward
(“crewbus” type) must not be used.
All vehicles must be fitted with seat belts for the driver and all passengers and
these should be used. By law, passengers in the front seats and any exposed
seats in any minibus must wear the seat belts provided. Those in the rear of a
minibus of unladen weight of 2540 kg or less must wear the seat belts
provided. Although the law does not require that passengers in the rear seats
of a minibus of unladen weight of more than 2540 kg wear seat belts, this is
strongly recommended by all road safety organisations and it is University
policy that they be worn on all journeys by all passengers, irrespective of the
unladen weight of the vehicle.
7.3. Special access equipment for disabled passengers
Where disabled passengers are carried, appropriate access equipment may
be required. This can include:
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hydraulic hoists
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wheelchair clamps and tracking
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harnesses and seat-belts for seated passengers
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inertia reel harnesses and headrests for wheelchair passengers
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ramps for wheelchair access and egress
It is the responsibility of the Departmental Minibus Manager to ensure that
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any such access equipment is fully operational and properly
maintained
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all drivers of vehicles fitted with such equipment are trained in its
use
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full written instructions are displayed in the vehicle
The booklet, ‘Minibuses and the Law’ issued by the CTA, also has extensive
advice on this topic. Departmental Minibus Managers will have copies of the
booklet for reference.
Advice on how to give assistance to disabled passengers in the event of an
emergency is given in Box 8
7.4 Hiring Vehicles
When hiring a minibus, the Departmental Minibus Manager is responsible for
ensuring that the vehicle conforms to the requirements described in this Code
of Practice, that there is a Small Bus Permit for the vehicle and the Disc is
displayed.
Although a hired minibus should have undergone a safety inspection by the
hire company before inspection, the driver is still legally responsible for
ensuring that it is in a roadworthy condition. Hence, the checks listed in Box 1
should still be performed.
7.5. Trailers
Towing trailers behind minibuses is subject to several legal requirements:
 drivers who passed their test before January 1st 1997 will be able to drive
minibuses with trailers of any weight. Those who passed after this date
will need to pass the PCV D1 test for trailers up to 750kg (gross vehicle
weight (GVW)/maximum permitted weight); for over 750 kg they need to
do yet another test to obtain D1 +E.
 the weight of vehicle plus trailer must not exceed the maximum Train
Weight set for the vehicle.
 the GVW of the trailer itself must not be exceeded
 the GVW of the towing vehicle must not be less than that for the trailer
 the trailer will be required to have additional braking, indicator and tail
lights and a second registration plate
 separate braking for the trailer may also be required
 rear door access must be avoided
 the motorway speed limit is 60 mph
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it is illegal when towing a trailer to use the outside lane of a motorway of
three or more lanes.
It is important to realise that towing a trailer can significantly affect the
performance and handling of the minibus and that reversing in particular
requires different skills. Any driver who will be towing a trailer must be
suitably trained and experienced in such driving.
8. Driving Abroad
The exemptions for drivers under the Small Bus Permit system apply only to
driving in the UK. Therefore, all drivers of minibuses abroad must obtain a
Passenger Carrying Vehicle (PCV) category D or D1 licence. In addition, EC
regulations lay down rules for international journeys in passenger vehicles
constructed to carry 9 or more persons, including the driver. This includes the
requirement for the vehicle to be fitted with a tachograph. Further information
can be obtained from Ken Howells of ESTS and from the booklet, ‘Minibuses
and the Law’, issued by the Community Transport Association (CTA). Copies
are available from Safety Services.
9. Advice for the Journey
9.1 Journey Planning.
The minibus driver should pre-plan and prepare for the journey in detail to
enable a route to be identified which allows ample time to reach the
destination. Accidents are more likely to occur when a vehicle is being driven
flat-out to a time deadline: this must never happen.
It is the driver's responsibility to identify and use safe pick-up and drop-off
areas having regard, at all times, to the needs of other road users.
If a relatively long journey is being planned, especially as a day trip, serious
consideration should be given to hiring a professional coach company to
undertake the journey, or if convenient, to travel by rail.
When planning the journey, expected weather conditions must be taken
into account and factors such as start time; travelling time etc should
beadjusted accordingly.
9.2 Driving Times.
Tiredness of the driver is now well recognised as a significant factor in road
traffic accidents. No-one should drive or be expected to drive if they are tired.
The maximum number of hours that a driver may drive in any 24 hour period
is 9 hours, with a weekly maximum of 56 hours and the maximum working day
is 12 hours (including teaching, supervision and other work activities
additional to the driving).
The maximum continuous period of driving should not exceed 2½ hours, with
a minimum break of 10 minutes out of the vehicle.
If it is unavoidable to use a minibus on a longer journey, the minibus manager
should appoint a second driver to share the driving duties.
In inclement weather conditions continuous driving times should be
adjusted (shortened) to reflect the weather conditions i.e. the increase in
required concentration may increase the level of fatigue.
9.3 Potential problems during minibus journeys.
9.3.1. Road, Traffic and Weather Conditions
Good training will help ensure minibus drivers can cope with a wide variety of
road and traffic conditions.
If roads are well known, consider the risks and hazards at the planning stage.
Carry out a risk assessment on journeys even where the route is familiar.
Consider what hazards you may encounter and whether the journey is in fact
necessary. Is there an alternative form of transport (coach, bus, train) which
you could as easily use (all of them are potentially safer than minibuses).
The weather can be unpredictable and there is little you can do to control it.
However, the hazards of driving in difficult weather conditions are well known
and well documented. Make sure that the driver (and passengers)
understands the risks and procedures for travelling in fog, rain, snow, ice, high
winds, sun and glare etc.
9.3.2. Illness
It is possible that any occupant of a minibus may become ill during a journey
and require some form of medical treatment. It is therefore reasonable to
expect that the driver, or another staff passenger, should have received some
basic first-aid training to deal with minor emergencies. The vehicle should
always carry a first aid kit.
The University Safety Office is approved by the Health and Safety Executive
to run training courses in first-aid which, on completion, allow a person to
register as a First-aider under the First-aid at Work Regulations 1982. The
initial course covers 4 days with a 2-day refresher course every 3 years.
Alternatively, a much shorter course, lasting for 3 hours, teaches resuscitation
and assessment of injuries. Further details can be obtained from the Safety
Office on extension 4910.
In the event of a serious medical problem, minibus drivers are advised to
summon an ambulance by dialling 999.
9.3.3. Vehicle Fire.
In the unlikely event of a fire on board a minibus the driver and/or the person
in charge must have knowledge of in-vehicle fire procedures. Each minibus
should carry a fire extinguisher and be fitted with a fuel cut-off switch.
However, the prime concern must always be passenger safety and welfare.
Should fire break out, passengers must be evacuated from the vehicle
immediately and led to a safe place. Only then can fire-fighting attempts
begin, and then only if the crew consider it prudent to do so.
For advice on what to do in the event of a vehicle fire Box 5
Box 5
What to do if your minibus catches fire
 Stop immediately and switch off the engine.
 Leave the gear stick in neutral in case of accidental engine re-ignition.
 Engage fuel cut-off switch, if fitted.
 Get the passengers out and away from the vehicle, closing the vehicle
doors behind them.
 Call the emergency services.
 If you have time, remove the ignition key, engage battery isolation switch if
fitted, close all windows and, if you think there may be an engine fire,
release the bonnet catch. Do not open the bonnet.
 Tackle the fire ONLY IF IT IS SAFE TO DO SO.
 When the emergency services arrive, inform them if there is a hazardous
load on board, for example gas canisters.
9.3.4 Mechanical Breakdown
Should a minibus break down on a highway the occupants are immediately at
risk. For advice on what to do in the event of a breakdown on a highway other
than a motorway see Box 6, for breakdown on a motorway see Box 7
Box 6
What to do if your minibus breaks down on a road
other than a motorway
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Park as far to the left side of the road as possible in the safest possible
position.
If possible, get all the passengers out of the vehicle using near-side exits
and keep them as far off the road as possible
Do not cross the road or allow the passengers to do so.
Ensure the hazard warning lights are turned on
Deploy the warning triangle on the same side of the road 50 metres
behind the vehicle
Summon assistance
Box 7
What to do if your minibus breaks down on a
motorway
 If practicable, leave the motorway at the next exit and seek assistance.
 Otherwise, pull safely off the carriageway onto the hard shoulder.
 Try to stop near an emergency phone; they are one mile apart. You may
coast along the hard shoulder to reach one. White posts positioned every
100 metres have an arrow indicating the direction of the nearest telephone.
 Park as close to the near-side of the hard shoulder as possible.
 Switch on the vehicle's hazard warning lights and, at night, switch on all
other lights including saloon lights.
 If possible, get all the passengers out of the vehicle using near-side exits
 Keep passengers well away from the carriageway, preferably on the
embankment.
 Do not cross the carriageway or allow the passengers to do so.
 Position the emergency warning triangle on the hard shoulder 150 metres
behind the vehicle.
 Phone the police. The emergency phones are free and connect you directly
with the Motorway Police Control Room. They will arrange any help you
need. The emergency phones are coded so your exact location will be
known.
The information contained in Boxes 6 & 7 is general advice and your
particular circumstances may justify an alternative course of action. For
example, waiting outside the vehicle in mid-winter may be inadvisable, some
passengers with disabilities may be unable to climb over the crash barrier to
reach the embankment, and so on. You should therefore assess the situation,
taking account of your individual circumstances and follow the safest course
of action.
9.3.5 Action in the event of an accident
In the event of an accident:
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the driver must stop the vehicle if any other person, or vehicle, or any fixed
property or any domesticated animal is damaged or injured.
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the driver must give his or her own name and address, that of the vehicle’s
owner and the registration number to any other driver, road user or
pedestrian involved.
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where any person is injured or there is no exchange of details, the police
must be informed as soon as possible, certainly within 24 hours. In
addition to the details outlined, the police can be expected to ask for the
driver’s licence and an insurance certificate for the vehicle, both of which
may have to be produced at a police station of the driver’s choice within
seven days.
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follow the safety advice in Boxes 6 or 7,as appropriate, and provide or
obtain suitable assistance for anyone who has been injured.
9.3.6 Action to assist wheelchair users in the case of an emergency
Wheelchair users will require extra assistance on the case of an emergency.
In such an event follow the recommendations in Box 8
Box 8
How to assist wheelchair users in an emergency.
If you are transporting wheelchair users in a lift-equipped vehicle the following
methods are recommended in order of preference:
 Use the passenger lift. Even in a fire emergency it is the safest way for
wheelchair users to evacuate a vehicle.
 If the lift cannot be used in the usual way but the vehicle has a relatively
low floor, the lift may be positioned half way between ground and floor, and
used as a step. In this case bring the passenger in the wheelchair out
backwards.
 If the lift cannot be used at all and another person is available to help, the
passenger should be lifted, while seated in the wheelchair, backwards
through the vehicle door.
 If no other help is available, or the wheelchair cannot be released from its
restraints, the passenger must be carried from the vehicle. Check with the
passenger how best to carry them. If they are unconscious, drape their
arms around your shoulders and, with their face to your back, carry them to
safety.
9.3.6 Bad behaviour by passengers.
Passengers have the responsibility of ensuring that their behaviour is of an
acceptable standard which does not compromise the health and safety of
themselves or other occupants of the vehicle, and which does not distract the
driver in any way. Passengers must not be removed from the vehicle during
the journey; being told to travel home by public transport, for example, is not
acceptable.
Produced by Safety Services – Cardiff University