5.4 Travel - Minibuses

Overview

Minibuses are commonly used for educational visits and can provide a flexible and convenient transport option. However, their use involves specific legal, safety and supervision requirements that must be carefully managed.

Visit Leaders should ensure that all minibus travel complies with relevant licensing, insurance and safety regulations.

Legal Requirements

School or college minibuses operating in the UK must normally display a Section 19 Permit. This permit allows organisations to operate a minibus without requiring a full Passenger Carrying Vehicle (PCV) operator’s licence, provided certain conditions are met.

Minibuses must also:

• Be roadworthy and properly maintained
• Have seatbelts fitted for all passengers
• Use appropriate child restraints where required
• Display approved school or organisational identification where applicable

Planning Minibus Use

When planning minibus transport, you should consider:

• Who is providing the vehicle
• Who will be driving
• Whether the journey is classed as “hire or reward”
• Vehicle safety and maintenance
• Compliance with licensing and insurance requirements

Driver Licensing

Drivers must normally hold the appropriate D1 or D category entitlement on their driving licence to drive a minibus.

However, volunteer drivers with a standard Category B (car) licence may drive a minibus if certain conditions are met. These typically include:

• The driver is acting as a volunteer
• The vehicle operates under a Section 19 Permit or similar non-commercial arrangement
• The vehicle weighs under 3.5 tonnes (or 4.25 tonnes where adapted for disabled passengers)
• The driver is over 21 years of age and has held a full licence for at least two years
• No trailer is being towed

Some professional drivers may also need Driver Certificate of Professional Competence (CPC) training.

Your employer may require additional competency training, such as the MIDAS course.

Driving Abroad

Section 19 permits do not apply outside the UK. For overseas travel, schools should normally hire vehicles with appropriately licensed drivers who meet local legal requirements.

Journey Planning and Supervision

Minibus journeys should be carefully planned to ensure safety and comfort.

You should consider:

• Driving and work hours and potential fatigue
• Traffic conditions and weather
• Planned rest stops
• Contingency plans for delays or breakdowns
• Appropriate insurance arrangements

Drivers should focus solely on driving and should not supervise passengers at the same time. An additional adult should normally travel with the group to supervise pupils.

Managing Driver Fatigue

Driver fatigue is a significant safety risk. To reduce this risk:

• Drivers should take a break of at least 30 minutes every two hours
• Adequate rest should be planned before long journeys
• Staff driving minibuses should not undertake excessive duties beforehand

For longer journeys, it is recommended that multiple drivers and an additional supervising adult are present to support safe travel.