Transport Policy

1. Overview

1.1. Purpose

The transportation of children between the education and care services, and other approved locations must be carefully planned and managed to ensure the safety, wellbeing, and supervision of every child. Our team members will follow the procedures and policies in place to ensure children are transported safely, maintain appropriate supervision at all times, and minimise risks during all transportation activities. This policy does not apply to transportation of a child that is undertaken as part of an excursion.

1.2. Scope

All Junior Adventures Group (JAG) People are required to comply with the provisions set out in this policy and their contract of employment and all other relevant policies, procedures and legislation.

1.3. Legislative Requirements

Under the Education and Care Services National Regulations, JAG is required to have policies and procedures in place to ensure the health, safety and wellbeing of the children in care.

2. Policy Statement

JAG is committed to ensuring appropriate measures are in place for maintaining children's safety during regular transportation between the education and care service and other venues.

3. Principles

3.1. Duty of Care

Team Members have a duty of care to ensure the safety and wellbeing of children attending the Service. JAG seeks to maintain the health, safety and wellbeing of children and team members by ensuring that appropriate procedures are implemented for transporting children through bus and people mover usage and maintenance. JAG will comply with the requirements outlined in the Education and Care Services National Law and Regulations and our Delivery and Collection of Children Policy in terms of conducting risk assessments and seeking parent/guardian approval.

3.2. Transportation Risk Assessment

In consultation with team members, the Service Leader will complete a risk assessment to determine suitable external transportation hire and transportation provided by JAG.

The risk assessment for the transportation of a child by or arranged by the service will identify and assess risks that transporting the child may pose to the safety, health or wellbeing of the child, and specify how the identified risks will be managed and minimised.

The risk assessment will include:

• the proposed route and duration of the transportation;

• the proposed pick-up location and destination;

• the means of transport;

• any requirements for seatbelts or safety restraints under a law of each jurisdiction in which the children are being transported;

• any water hazards;

• the number of adults and children involved in the transportation;

• given the risks posed by transportation, the number of educators or other responsible adults that is appropriate to provide supervision and whether any adults with specialised skills are required;

• whether any items should be readily available during transportation;

• the process for entering and exiting — (i) the education and care service premises; (ii) the pick-up location or destination (as required)

• procedures for embarking and disembarking the means of transport, including how each child is to be accounted for on embarking and disembarking.

3.3. Authorisation to transport children

The service will ensure that a child being educated and cared for by the service is not transported by the service or on transportation arranged by the service unless written authorisation has been given. If the transportation is regular transportation, the authorisation is only required to be obtained once in a 12 month period. Authorisations for transport will include:

• the child's name;

• the reason the child is to be transported;

• if the authorisation is for regular transportation, a description of when the child is to be transported;

• if the authorisation is not for regular transportation, the date the child is to be transported;

• a description of the proposed pick-up location and destination;

• the means of transport;

• the period of time during which the child is to be transported;

• the anticipated number of children likely to be transported;

• the anticipated number of staff members and any other adults who will accompany and supervise the children during the transportation;

• any requirements for seatbelts or safety restraints under a law of each jurisdiction in which the children are being transported;

• that a risk assessment has been prepared and is available at the education and care service;

• that written policies and procedures for transporting children are available at the education and care service.

3.4. Embarking Means of Transport

Procedures will be in place to ensure children safely embark the means of transport. These will include:

• a staff member or nominated supervisor of the service, who is not driving the means of transport, is present when the children embark the means of transport at the education and care service premises;

• each child embarking the means of transport at the education and care service premises is accounted for by the person referred to in paragraph (a);

• immediately after all the children have embarked the means of transport at the education and care service premises, a record is made that confirms each child has been accounted for, how each child has been accounted for and the date and time the record is made;

• states the name of, and is signed by, the person referred to in paragraph (a).

3.5. Disembarking Means of Transport

Procedures will be in place to ensure children safely disembark the means of transport. These will include:

• a staff member or nominated supervisor of the service, who is not driving the means of transport, is present when the children disembark the means of transport at the education and care service premises;

• each child disembarking the means of transport at the education and care service premises is accounted for by the person referred to in paragraph (a);

• the person referred to in paragraph (a) examines the interior of the means of transport to confirm no children remain on the means of transport;

• immediately after all the children have disembarked the means of transport at the education and care service premises, a record is made that confirms each child has been accounted for, states how each child has been accounted for, and states the examination has been carried out;

• states the date and time the record is made; and states the name of, and is signed by, the person referred to in paragraph (a).

3.6. Right to Refuse or Re-evaluate

Management maintains the right to refuse a transport request. Management reserves the right to reassess the arrangement and re-evaluate if the safety of the child and team members is at risk by the transition or transport method.

Regular reviews will be undertaken to ensure all risk assessments are current and to determine whether any circumstances change the assessment.

3.7. Non-Vehicle Transport

When transporting children on foot, staff will:

• ensure that the safest route is taken in accordance with the risk assessment

• ensure adequate supervision is maintained at all times

• ensure children cross the road safely, preferably at pedestrian crossings or lights and obey road safety rules

• keep children together as a group and walk in lines on the pavement

• take appropriate clothing and protection for the weather.

3.8. Transportation arranged by the Provider

For transportation provided by JAG or by an external provider, we will refer to our Safe Transportation of Children procedure. For allocation of vehicles, a hire agreement must demonstrate that the third party can meet the regulations. For the internal allocation of vehicles, vehicle maintenance logs must be checked, and risk assessment must be undertaken to determine the suitability of the allocated vehicle for transportation.

If a child is not present at the point of collection, the Service Leader will initiate the Absent and Missing Child Procedure.

3.9. Public Transport

The use of public transport may entail considerable additional risk and requires staff and practices that exceed the general requirements for an excursion in a vehicle that leaves and returns to the Service.

The ability of staff and children to manage a journey on public transport must be assessed as part of the planning procedure.

All staff and volunteers must know the procedures for supervising and assisting children:

• on board and alighting from public transport

• on public transport (especially on ferries and trains)

• to cross roads and negotiate any crowded areas.

3.10. Supervision

Staff will ensure that children are adequately supervised during transportation.

Staff will conduct regular headcounts during transporting children, especially before and after boarding and alighting from transport. Team Members will ensure that all children are accounted for before allowing the vehicle to leave. Team Members will assist the children in getting on and off the vehicle and during transition.

JAG people will provide direct supervision in any transition and transport setting. If using public transport (e.g., a bus, ferry, taxi or train), children must be directly supervised at all times and never be left unattended. Supervision must be ongoing during boarding and alighting vehicles.

3.11. Family Responsibility

Parent or guardian permission will be sought for any transport requirements. Where the arrangement changes, parents or guardians will be notified of changes and asked to confirm their consent for the change in the transport process.

Parents or Guardians must assist the transition process by notifying the service of any variances from their booking arrangement (absences, ECA cancellations, etc). Where a child is identified as non-notified or missing, the Service Leader will enact the Absent and Missing Children procedure, which includes notifying the police within a prescribed timeframe.

3.12. First Aid and Emergency Response

A first aid kit will be carried in any vehicle used. In the case of a change in travel arrangements or a vehicle breakdown, the staff member will:

• phone the Service Leader/Line Manager to inform them of the change

• ensure that children are kept safe at all times

• discuss suitable alternative transport arrangements and organise this to be undertaken.

3.13. Record Keeping

Relevant documentation pertaining to the transportation of children will be maintained in line with legislative requirements.

3.14. Child Safety

We safeguard children through our procedures and practices, with particular attention to their safety and wellbeing. Policies and practices reflect the relevant legislation, including the National Principles for Child Safe Organisations. JAG provides policies and procedures to equip JAG people with the knowledge, skills, and awareness to keep children safe. Service Practice are continuously reviewed and improved to ensure current legislation is in effect throughout the business.

4. Key Terms

5. References

Education and Care Services National Law and Regulations

• Guide to National Laws and Regulations

• Children Education and Care Services National Law Act 2010

• Education and Care Services National Law Act 2010

• Education and Care Services National Regulations 2011

• National Quality Standards for Early Childhood Education and Care and School Care

• Australian Children's Education and Care Quality Authority

• Transport of NSW

• RTA Australia

Other Relevant Legislation

• Regulation 4 – Definition of regular transportation and regular outing

• Regulation 89 – First aid kits

• Regulation 98 – Telephone or other communication equipment

• Regulation 99 – Children leaving the education and care service premises

• Regulation 102B Transport risk assessment must be conducted before service transports child

• Regulation 102C Conduct of risk assessment for transporting of children by education and care service

• Regulation 102D Authorisation for service to transport children

• Regulation 102E Children embarking a means of transport — centre-based service

• Regulation 102F Children disembarking a means of transport — centre-based service

• Regulation 168 – Education and care Service must have policies and procedures

• Regulation 170 – Policies and procedures to be followed

• Regulation 171 – Policies and procedures to be kept available

• Regulation 172 – Notification of change to policies or procedures

• Regulation 176 – Time to notify certain information to Regulatory Authority

• Regulation 183 – Storage of records and other documents

Related Policies

• JAG 2.0 Safeguarding Children and Young People

• SD 2.7 Emergency and Risk Management

• SD 2.5 Incident Management

• SD 1.3 Excursions

• Safe arrival of children

• SD 2.1 Delivery and Collection of Children

• SD 2.13 Extracurricular Activities

Related Procedures

• 02P012 Transportation of Children Procedure

• 02P003 Absent and Missing Child Procedure

Other

• Quality Areas 2 & 6: Standards 2.2, 6.2

• OCG Guide to Child Safe Standards - https://ocg.nsw.gov.au/child-safe-scheme

• CCYP Child safe Standards - https://ccyp.vic.gov.au/child-safe-standards/

• National Principles for Child Safe Organisations - https://childsafe.humanrights.gov.au/national-principles

Version: 5.4
Change History: JAG Policy Change Register
Date Approved: 23/05/2026
Date Implemented: 01/06/2026
Document Owner: Quality Service Development
Document Approvers: CEO / Approved Provider
Next Review: 12 months