POLICY DOCUMENT
COMPETENCIES AND STANDARDS
REQUIRED OF DRIVERS AND
ESCORTS OF MINI-BUSES FOR BOTH
ADULT AND CHILDREN’S SERVICES
Kathy Keating
Policy and Service Development Group
Andrew Charles
Environment Department
Gloucestershire County Council
October 1998
GLOUCESTERSHIRE
SOCIAL SERVICES
DEPARTMENT
Competencies and standards for
Drivers and
Escorts on mini-buses who are either
employed by Gloucestershire Social
Services, or who are registered as
volunteers working for the
Department
These standards must be used in
conjunction with the
Gloucestershire County Council’s
guidelines for Minibus operation.
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CONTENTS
1.
Introduction and Policy Statement
2.
Mandatory requirements for Mini-bus Drivers (paid and
volunteers).
Safety code for Gloucestershire County Council Mini-buses
3.
Mandatory competencies and standards expected of Drivers of
mini-buses
4.
Mini-bus Drivers Training to be undertaken
5.
Mandatory competencies and standards expected of both paid and
Volunteer Escorts assisting Drivers on Mini-buses
6.
Additional good practice expected from both Drivers and Escorts of
Mini-buses
6.1 Using Specialist Mini-buses and equipment
6.2 Accidents/Damage
6.3 Parking Tickets
6.4 Action involving the Police/other members of the Public
6.5 Emergencies
6.6 Endorsements to Driving Licence
7.
Drivers legal responsibilities
8.
Drivers/Escort recruitment, guidance for Managers
9.
Procedure when using mini-bus (with or without drivers) other than
those owned by Gloucestershire Social Services Department
10.
Guidance regarding personal safety for Drivers of Mini-buses when
driving on their own
11.
Implementation
12.
Monitoring
Appendix 1 - County Council guidelines for mini-bus operation
Appendix 2 - Safety of Passengers in Wheelchairs whilst on MiniBuses, guidance notes draft document.
Appendix 3 - Safety Code for Gloucestershire County Council Mini
Buses
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1. INTRODUCTION
Under the Health and Safety Act 1974, every employer has a duty to employees
to ensure, so far as is reasonably practicable, the health, safety and welfare at
work of all his employees and that any non-employees who may be affected by
the activities of the employer are not exposed to risks to their health and safety.
All employees have a duty to take reasonable care of their own health and
safety and for those persons who may be affected by their actions.
1.1 SCOPE OF THIS POLICY
These guidelines should be read and adhered to at all times by Social Services
staff and volunteers involved in the transportation of adults and children in
specialist and standard fitted mini-buses. This includes people who carry out
escort duties as well as the Drivers and anyone who may also be carrying out
this role out as an unpaid Volunteer. Whilst this policy relates to minibuses,
managers should consider the principles and procedures as good practice when
using people carriers.
Failure to adhere to these guidelines could lead to a contravention of the Health
and Safety at Work Act 1974 and/or current Road Traffic legislation.
1.2 POLICY STATEMENT
Gloucestershire County Council recognises and accepts its responsibility as an
employer and service provider ensuring transport is both safe and appropriate.
FURTHER ADVICE
Queries arising from this document should be referred to line managers.
Anyone who requires further advice about the application of this document
should contact:
K. Keating, Policy & Service Development Group, c/o Shire Hall, Gloucester Tel: (01452) 427036
Andrew Charles, Transport Quality & Standards Manager, c/o Shire Hall,
Gloucester - Tel: (01452) 426792
2.
MANDATORY REQUIREMENTS FOR MINI-BUS DRIVERS, WHICH
INCLUDES BOTH COUNTY COUNCIL STAFF AND UNPAID
VOLUNTEER DRIVERS
This section covers the criteria for who can drive a mini-bus and under what
circumstances.
The County Council requires that all Drivers of its Mini-buses must: be 21 years or over
 have held a driving licence for at least 3 years
 have a “full” car driving licence (EC Class B & D1)
 regarding endorsements see Section 6.6
 have passed the County Council’s Driver Assessment Scheme
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 be re-assessed under the County Council’s Scheme every 3 years
 have a medical at 45 years and every 6 years thereafter
 only drive for up to 4.5 hours continuously
 only drive up to 10 hours in one day
 only work up to 13 hours on any day (any duty, paid or unpaid,
driving or not driving)
All Drivers must be accompanied by an escort whilst transporting service users
who require the use of a tail lift minibus.
Line Managers are responsible for ensuring that each Volunteer Driver will be
subject to some additional checks for driving over and above those normally
required for Volunteers (See Volunteer Policy) as well as ongoing annual
checks. Drivers aged 45-70 will be required to have six yearly health checks at
the County Council’s Occupational Health Department to confirm they are
physically fit to drive. Drivers over 70 must have a complete PSV medical
examination by a GP to confirm they are physically fit to drive.
Managers will be charged for health tests on Volunteer Drivers over 45 years of
age.
For further details on the above, refer to Appendix 1 (Guidelines for mini-bus
operations, Section 1).
It is essential that this County Council criteria is met having been approved by
the: Road Safety Unit - 01452 425600
 Occupational Health Department - 01452 425073
 Transport Service Unit - 01452 426792
3.
MANDATORY COMPETENCIES AND STANDARDS EXPECTED OF
DRIVERS OF MINI-BUSES
3.1 Mini-bus Driver’s Responsibilities - both paid and volunteer drivers.
It is the Driver’s responsibility to ensure: that he/she alerts the vehicle keeper or Manager, of any licence
endorsements gained, or accidents/incidents he/she have been involved in
whilst driving either their own private vehicle or a vehicle that belongs to or
has been hired by the Department.
When driving a vehicle it is their responsibility to ensure: the vehicle is in a road worthy condition
 that daily visual checks are made on tyres, brakes and lights (see mini-bus
check list Appendix 1)
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3.2
that there is sufficient fuel for the journey
to unlock all doors prior to departure including the emergency exit
to complete the log book daily after each journey
to carry the transport list and radio or mobile phone (where applicable) on all
journeys
that transport personnel always wear their safety clothing whilst loading and
unloading passengers, tail lift equipped vehicles i.e. fluorescent
jackets/vests and safety footwear, e.g. not heeled or open toe shoes, or
sandals
that he/she keeps up to date with the Highway Code
that passengers are wearing their seat belts
that wheelchairs are securely clamped
that any wheelchair harnesses are fitted and headrest provision is made
that a mini-bus tail-lift must be operated by two people at all times
that Drivers will at all times conduct themselves in a professional manner
and respect each individual service user’s confidentiality
that he/she will take overall responsibility for the bus, passengers and Escort
whilst out on the road, although it will be the Escort’s duty to be responsible
for passengers whilst the vehicle is in motion (See Section 5)
that no smoking occurs on the mini-bus at any time
that the driver does not drink or eat whilst the mini-bus is mobile
that he/she will not drive if they have consumed any alcohol
they do not drive if he/she has taken drugs or medication that could impair
their competency as a Driver
that if he/she needs to use the mobile phone, that it is not done so whilst the
vehicle is in motion
that consideration is given to the individual needs of service users. A risk
assessment should be undertaken to determine appropriate action at least
yearly, possibly as part of their annual review.
that any door on the vehicle must only be operated by the Driver or the
Escort. Service users must not be allowed to open or close a door except in
an emergency
that the Escort or a Staff Member sits in the rear of the mini-bus with the
service users’
that he/she liaises closely with the Officer in Charge at the time, during
adverse weather conditions
Under no circumstances will any Drivers: hold keys for access to a service users’ home outside working hours without
explicit permission from their line manager
 give their home telephone number for a service user to contact them on the
day of attendance
 become involved in private arrangements relating to transportation and taxiing around of service users’
 lift/assist transfer of service users’ without completing an appropriate
training course
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4.
MINI-BUS DRIVERS TRAINING TO BE UNDERTAKEN
4.1 All mini-bus drivers must operate to the NVQ Level 2 Standard in Social Care
within 6 months of taking up appointment
Unit 01
Unit CU1
Unit CU5
and the NVQ Bus and Coach Driving and Customer Care Standards within
6 months of taking up appointment. These standards relate to the
transport of passenger by road.
These are the minimum standards for good practice required within the
Department. Managers should ensure that existing Drivers of mini-buses
are made aware of these standards and staff should be encouraged to
acquire these NVQ’s within a reasonable time limit.
Further information and advice on these NVQ standards is available from
the Departmental NVQ Training Officer on (01452) 426851.
Further advice and instruction on operating a tail lift and wheelchair
clamping, can be obtained from the Transport Quality and Standards
Manager on (01452) 426792.
4.2
All Mini-bus Drivers must have passed the County Council’s criteria for
mini-bus Drivers as specified above in Section 2.
4.3
As soon as possible after appointment and preferably within six months,
Drivers should attend the Emergency First Aid in the workplace course.
Contact the, Health & Safety Adviser, Social Services Department, Shire
Hall 01452 425170.
4.4
Before they can undertake the moving and handling of service users, all
Drivers must attend an appropriate moving and handling course.
4.5
Drivers should be aware of the County Council Procedural Guide
regarding the handling of body products and work within its
recommendations.
4.6
Disability awareness training for Drivers is the responsibility of individual
establishment/day care service Managers who employ the Driver. This
training should form part of the Drivers induction course.
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5.
MANDATORY COMPETENCIES AND STANDARDS EXPECTED OF
PAID AND VOLUNTEER ESCORTS ASSISTING DRIVERS ON
MINI-BUSES
5.1
Escort responsibilities:
 It is the Escort’s role to primarily care for the well being of the passengers
whilst the vehicle is in motion and give help and support to the Driver, cooperating with him/her at all times.
Escorts must have shown the line manager, or their representative that they
have a sufficient level of competence in the following before carrying out
duties on mini-buses. They: must able to transport and assist service users with poor or no mobility,
including being able to push and manoeuvre a wheelchair safely and to assist
people who use zimmer frames and walking sticks, and visually impaired
people
 must be competent in clamping wheelchairs safely on mini-buses
 must be competent on the use of restraining harnesses and safety belts
 must be competent on the operation and safety aspects of using a tail lift
 should be able to use a fire extinguisher and have knowledge of the fire drill
on a bus
 should be able to perform emergency evacuation of passengers from the bus
 must have awareness of passenger comfort and personal safety and be
sensitive of the individual needs of service users
 must assist passengers in mounting and dis-mounting the vehicle if required
to do so
 must ensure all passengers who need assistance to cross roads are escorted as
safely as possible
 any incidents or illness involving passengers must be recorded by the Escort
relayed to the line manager
 must ensure that only authorised passengers are transported in the centre’s
vehicle
 must relay messages and communications between Social Services staff,
service users, parents and carers.
5.2
Training to be undertaken by Escorts
All Escorts must be operating to the NVQ Standards in Social Care within 6
months of taking up appointment.
As stated previously for Drivers, these are the minimum standards for good
practice required within the Department. Managers should ensure all escorts
on mini-buses are made aware of these standards and Escorts should be
encouraged to acquire these NVQ’s. Further information and advice contact
the Departmental NVQ Training Officer on (01452) 426851.
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5.3
As soon as possible after appointment and preferably within six months,
Escorts must attend the Emergency First Aid in the workplace course. Contact:
the, Health and Safety Adviser, Social Services, Shire Hall on (01452) 425170 for
further information.
5.4
Before they can undertake the moving and handling of users, all Escorts must
attend an appropriate moving and handling course. Contact the Moving and
Handling Training Officer, (01452) 411075, for further information.
5.5
Disability awareness training for Escorts is the responsibility of individual
establishment/day care service Managers who employ the Escort. This
training should form part of the Escorts induction course.
6.
ADDITIONAL GOOD PRACTICE EXPECTED FROM BOTH
DRIVERS AND ESCORTS OF MINI-BUSES
6.1
Using Specialist Mini-buses and equipment. In the case of using specialist
equipment such as wheel clamps, tail-lifts, and other safety equipment used to
assist people with physical disabilities, County Council’s mini-bus Drivers who
are employed by the Department must refer to the Safety of Passengers in
Wheelchairs on Mini-buses’ Guidance Notes. Contact the Departmental Health
& Safety Officer, on (01452) 425170 (See Appendix 2).
6.2
Accidents/Damage In the event of an accident occurring involving a service
user, a staff member, or a member of the public, this must be reported as soon
as it is possible to the line manager.
Accidents involving damage to a Social Services County Council vehicle or a
hired vehicle, must be reported to the line manager as soon as it is possible. It is
a condition of Gloucestershire County Council that liability is not admitted to
any party. The Driver should only give their name and the name of their
workplace and the workplace phone number where the line manager can be
contacted. (See Appendix 1 for further accident procedure).
6.3
Parking Tickets If a parking ticket is issued whilst the Driver is on official
business, e.g., shopping in town, group outings, then it is the Driver’s
responsibility to pay for it. The Line Manager or the Department will not
normally accept responsibility.
6.4
Action involving the Police/other members of the public Drivers found to be
speeding by the Police whilst driving a Social Services County Council mini-bus
or a Social Services County Council Driver who is transporting clients in a
privately hired mini-bus, will be liable to pay the fine themselves and may have
disciplinary procedures taken against them.
A Driver who behaves in a way which is deemed to be unsafe or in an
unreasonable manner whilst driving service users in a privately hired mini-bus
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or a Social Services County Council mini-bus, and who is reported to the
Department by the Police, or reported to the Department by a member of the
public, may also have disciplinary procedures taken against them.
6.5
Emergencies In the unlikely event of a passenger becoming very ill or disturbed
the Driver should:
 either return to the passenger’s home if near and if there is someone there to
assist in looking after them
 or continue to the Centre and report immediately on arrival, but do not
attempt to move the passenger until professional help is available
 in the event of serious collapse or disturbance, they should summon
assistance through the 999 emergency system, by mobile phone or radio. If
they do not have either of these then they should get one member of staff to
go to the nearest phone. One member of staff must stay with the passengers
and the vehicle. If the safety of other passengers is a concern it should be on
the driver’s discretion whether they should be evacuated from the vehicle
 in the event of a fire on the vehicle you must stop the mini-bus and evacuate
all the passengers as quickly as possible with the assistance of the Escort and
only then call the Fire and Rescue services on 999. After the passengers
have been evacuated no-one must re-enter the vehicle. You must then call
your Establishment/Office to get a replacement vehicle, so you can get the
passengers to their destination.
6.6
Endorsements to Driving Licence
The following advice is included to help Managers set a consistent standard
and follow a common procedure when dealing with licence endorsements.
Although issued as part of a minibus safety code these guidance notes would
be appropriate when dealing with the driver of any County vehicle.
A minibus driver who is convicted of an offence or offences which result in a
penalty of up to and including five points, can expect to have their permit to
drive reviewed.
A driver whose licence is endorsed with six or more penalty points must be
referred via his line manager to the Chief Officer who, depending on the
severity of the offence(s) will then either:Remove the drivers’ authority to drive County council minibuses either
permanently or until:Arrange for remedial training and reassessment following successful
completion of which the authority to drive will be reinstated or:The driver may be allowed to continue driving subject to being monitored by
their line manager for a probationary period.
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Drivers whose endorsements are prefixed with the following codes must be
referred to their Chief Officers who will consider their suitability to drive:CD40-CD70 (causing death by reckless driving)
DD40-DD80 (reckless and dangerous driving causing death)
DR10-DR90 (driving or attempting to drive whilst under the influence of
drink or drugs)
TT99 (signifies disqualification under the totting up procedure)
It is the drivers responsibility to inform their line manager at the earliest
opportunity of any incident or offence, contrary to Road Traffic Acts, that may
result in prosecution or police action.
7.
DRIVERS LEGAL RESPONSIBILITIES
All Drivers of council controlled vehicles are reminded that the same statutory
regulations governing the driving of vehicles apply exactly as if a Driver was
in control of a private vehicle.
The Driver must take account of the type and size of the vehicle being driven
and must endeavour to operate the vehicle in a safe manner within the
constraints of the vehicle’s design capacities, e.g. the number of passengers
must not exceed the carrying capacity of the vehicle. All passengers must be
on a fixed seat or in a clamped wheelchair. Loads must be distributed so as to
prevent adverse effect on vehicle handling.
It is essential to report any incident or accident or failure of equipment during
use of the vehicle, using the formal reporting procedures.
Drivers should further be reminded that they can be held legally responsible
for aspects of the vehicles road worthiness, whilst in charge of a vehicle:
This will include items such as:
 condition and pressure of tyres (including the spare)
 condition of brakes
 condition of exhaust
 condition of lighting equipment (NB all lighting must be fully
operational even during daylight)
 cleanliness of windscreen and condition of wipers and washer
 functioning of horn
 correct functioning of seat belts
 use of seat belts in compliance with current regulations
The law relating to road traffic is somewhat involved and any specific query
on Drivers’ responsibilities should be raised with the Transport Quality &
Standards Manager. (01452) 426792
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(See Appendix 1 Section 1 on - Responsibility for further details regarding
County Council policy).
8.
DRIVER/ESCORT RECRUITMENT, GUIDANCE FOR MANAGERS
Every consideration to employing competent mini-bus Drivers and Escorts
needs to be given. The person specification needs to incorporate both personal
qualities and driving skills and capabilities. It is recommended that elements
stipulated in the competency and standards section should be considered in the
personal specification and that it is essential the County Council’s requirements
of Drivers must also be included.
New staff must satisfy the Line Manager that they are competent in the task for
which they have been employed to do, prior to any driving or escorting of
clients.
9.
PROCEDURE WHEN USING MINI-BUSES (WITH OR WITHOUT
DRIVERS) OTHER THAN THOSE OWNED BY GLOUCESTERSHIRE
SOCIAL SERVICES DEPARTMENT
This does NOT apply to commercial companies who have contracts with the
County Council for transport, or groups which are sponsored by the County
Council (Dial-a-Ride), as spot checks are carried out regularly on these
companies and groups. If in doubt, please contact the Transport Services Unit
of the County Surveyor’s Department on 01452 426792 to find out which
companies have contracts.
If staff are paying for the use of a mini-bus and/or its driver, then the following checklist
must be used before the journeys are undertaken:
9.1
Mini-bus Permit. The group/person/charity has a Section 19 Small Mini-bus
permit which covers the user group to be carried. A separate permit is
required for each vehicle that is to be used.
9.2
Insurance. The vehicle is insured for our use and the insurance policy covers
the use of the mini-bus for hire or reward. If in doubt, contact the County
Insurance Department for advice (01452) 425883.
9.3
Operating Procedures. The operating procedures of the group must comply
with the attached guidelines in the Safety Code for County Council Mini-buses
(adopted by the Strategy and Resources Committee on 13th April 1994). This
should include the routine checks and maintenance to the manufacturers’
recommendations, safety checks, and daily checks. Mini-bus operators should
keep records of these, and these must be inspected.
9.4
Drivers. Drivers must not be used unless they meet the standards set out in
the Safety Code, including having passed the required health checks and the
County Council’s driver assessment scheme.
N.B. A computer database of all Drivers who have taken an assessment is held
and can be checked by telephoning the Road Safety Unit (01452) 425600.
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9.5
Vehicle Hire Managers undertaking vehicle hire independently must keep a
record of usage as required by the Department of Transport. It is an offence
not to maintain records for many different classes of vehicles. All vehicle hire
within the Department must be directed to transport services on 01452 426399
or 427662, so that all relevant insurance and usage records are maintained.
Other useful documents:
 Safety Code for County Council Mini-buses (Adopted by the Strategy and
Resources Committee on 13th April 1994).
 Guidelines for Mini-bus Operation (issued by GCC Transport Services Unit
7/93).
 Social Services Department Transport Policy Panel Report 1994.
 Social Services Department Volunteers Policy June 1995.
10. GUIDANCE REGARDING PERSONAL SAFETY FOR DRIVERS OF
MINI-BUSES WHEN DRIVING ON THEIR OWN
NB: Manager’s should ensure Drivers of Mini-buses are aware of these safety
instructions.
10.1 Driving When driving alone lock all the doors and keep windows closed or
only slightly open. It is important when driving a mini-bus to remember that
some mini-bus doors will only lock from the outside with a key and Drivers
who are on their own should know how the bus doors lock prior to their
journey.
Keep handbags and valuables out of sight. Do not pick up hitch-hikers.
10.2 Parking Park in a well-lit place. Avoid multi-storey car parks after dark. Make
sure your vehicle is locked up. When returning to a parked vehicle, have your
keys in your hand. Before getting in, check nobody is hiding inside the vehicle;
if necessary, carry a torch. Get in quickly and lock the door behind you.
Always lock the doors when paying for fuel at service stations.
10.3 Preparation It is advisable to carry maps and an A to Z, to avoid having to ask
for directions; a torch; a notepad; a personal alarm; loose change and a phone
card and also breakdown services information.
Make routine vehicle checks before you set off, so you are less likely to break
down. Check the oil, water, brake fluid, tyre pressures, lights and make sure
you have enough fuel.
Plan your route so you will not need to stop and ask directions.
10.4 If your vehicle breaks down On motorways, the emergency telephones are
1000 metres apart. If your vehicle breaks down, try and coast to a telephone.
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After making your call, return to your vehicle immediately and lock all the
doors after you. Do not get out of the vehicle, open the door, or wind down the
window, until a uniformed police officer or uniformed breakdown service
operative arrives. If you feel unsure, ask to see some form of identification.
10.5 If you are involved in an accident You are legally obliged to stop and exchange
details with any other driver involved in the accident. Also, if may be
necessary to take witnesses names and addresses. However, if you are at all
suspicious, stay in your vehicle with the doors locked; open the window
slightly to speak to the other driver. Offer to drive to the nearest police station;
if the other driver does not agree, be cautious. Stay in your vehicle and note
down the make, model, colour and registration number of the other vehicle.
10.6 If you are harassed on the road Stay calm. Do not stop. Drive to the nearest
police station or busy well- lit place.
If you cannot avoid stopping, make sure all the doors are locked and windows
closed. Do not turn off the engine. Be ready to drive off as soon as you can.
Memorise the make, model, colour and registration number of the other
vehicle, and write them down afterwards, together with where the incident
took place.
If someone follows you, do not lead them to your home. Drive to a police
station.
If someone tries to flag you down (because there appears to have been a road
accident) do not stop. Drive to the nearest call box and telephone the police or
emergency services.
If you are stopped by someone claiming to be a police officer, but you feel
suspicious, offer to drive to the nearest police station. A genuine police officer
should not object to this.
11. POLICY IMPLEMENTATION
This policy will become fully operational from 1st October 1998.
Training, as described in the policy, is readily available and existing staff should
meet the agreed standards within 6 months of the policy being agreed.
12. MONITORING OF THE POLICY
An audit of the implementation of the policy will take place during autum 1999.
This will be carried out by the Policy and Service Development Group.
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