5.5 Travel - Private Vehicles

Overview

Occasionally, visits may require pupils to be transported in privately owned vehicles, such as those driven by staff, volunteers or parents. Where this happens, careful planning is needed to ensure that legal, insurance and safeguarding requirements are met.

Transport in private vehicles should normally only be used when necessary and must be planned in line with relevant guidance and employer policies.

Legal and Safeguarding Considerations

Employers have a duty of care to ensure that transport arrangements are safe and appropriate.

This includes ensuring that:

• Drivers are suitable and appropriately licensed
• Vehicles are legal, safe and properly maintained
• Appropriate insurance cover is in place
• Supervision and safeguarding arrangements are sufficient for the needs of the group

Where pupils require close supervision, it may be necessary for another adult to travel in the vehicle.

Transport arrangements may also be considered regulated activity for the purposes of vetting. This should be considered during planning.

Roles and Responsibilities

The responsibilities of those involved depend on who is driving and how the transport arrangements have been organised.

All drivers should follow recognised good practice guidance, such as OEAP guidance on transport in private cars, when planning journeys.

You should ensure that transport arrangements are clearly agreed and understood before the visit takes place.

Staff and Volunteer Drivers

Drivers transporting pupils must meet appropriate legal and safety requirements.

Drivers should:

• Complete a driving declaration form where required by the employer
• Provide details of insurance, licence and vehicle documentation
• Consent to checks on driving licence status, vehicle tax and MOT where appropriate

Staff drivers must hold insurance that includes business use if transporting pupils as part of their role. They should also report any relevant convictions, medical conditions or medication that could affect their ability to drive.

Volunteer drivers should confirm that their insurance remains valid and renew any required declarations periodically.

Parents and Young Drivers

Where parents volunteer to drive pupils, and that is organised by the school, they are treated as volunteer drivers and the same safety considerations apply.

If parents organise transport independently outside the school’s arrangements, responsibility normally rests with the parents. However, arrangements and handover points should still be clearly communicated.

Young or inexperienced drivers may present additional risks. Schools should have clear policies where participants aged 17 or over may be driving themselves or others.

Key Points for Visit Leaders

When private vehicles are used to transport pupils:

• Ensure drivers are suitable, licensed and properly insured
• Confirm that vehicles are safe and legally compliant
• Consider safeguarding and supervision needs and whether an additional adult is required
• Clarify responsibilities and transport arrangements with parents and participants

Clear planning and communication help ensure that transporting pupils in private vehicles remains safe and appropriately managed.