Surrey School Transport: Safety & Operation Guide

Ensuring the safe and reliable transport of children to and from school is a paramount concern for families and authorities alike. In Surrey, a robust framework is in place to manage school travel, covering everything from daily operations to emergency responses and the crucial vetting of transport personnel. This guide delves into the responsibilities during a school travel incident, outlines the pathway to becoming an approved school transport operator, and clarifies the vital roles of drivers and passenger assistants, all designed to foster a secure environment for our children's journeys.

Who Takes Charge? Responding to a School Travel Incident in Surrey

When an unfortunate incident occurs involving school transport, a clear chain of command and responsibility is vital to ensure the safety and well-being of all involved, particularly the children. In Surrey, several key organisations collaborate seamlessly during such events:

• Emergency Services: At the immediate scene of any major incident, the Emergency Services (Police, Fire, Ambulance) assume overall control. Their primary responsibility is to manage the immediate crisis, provide medical assistance, secure the area, and ensure public safety. They are the frontline responders, coordinating all aspects of the on-site situation.
• Surrey School Travel and Assessment Team (SSTAT): SSTAT plays a critical role as the central liaison point during an incident. They are responsible for communicating directly with the Emergency Services and the relevant transport operator. This ensures a consistent and accurate flow of information about the incident. Furthermore, all operators involved must complete a specific SSTAT accident/incident report form, providing vital data for analysis and future prevention strategies. SSTAT acts as the information hub, ensuring that all necessary parties are kept informed and that a comprehensive record of the event is maintained.
• The School: The school attended by the children involved bears significant responsibility. Their immediate tasks include contacting the parents of the affected children to inform them of the situation and provide reassurance. They must also make arrangements to manage any children who are brought into the school directly from the incident scene. Working in conjunction with the Local Education Authority and the Emergency Services, the school is accountable for ensuring that every child on the service is accounted for, providing a crucial check-and-balance system in a chaotic situation.
• Our Contact Centre: Recognising that parents may struggle to reach the school directly during a major incident, the Contact Centre serves as an essential fallback. They are responsible for dealing with telephone enquiries from parents who are unable to contact the relevant school. This service helps to alleviate parental anxiety and ensures that accurate information can be disseminated efficiently, preventing misinformation and panic.

The coordinated efforts of these bodies underscore Surrey's commitment to swiftly and effectively managing any unforeseen circumstances, prioritising the safety and care of the children above all else.

Charting Your Course: Becoming a School Transport Operator in Surrey

For transport providers looking to contribute to Surrey's school travel network, significant changes are on the horizon. The current Dynamic Purchasing System (DPS) agreement for client passenger transport services is nearing its conclusion, paving the way for a new, more accessible framework.

The Shift to the New Open Framework Agreement

The existing DPS agreement, which has facilitated school transport contracts, is set to conclude in April 2026. Importantly, the current DPS closed to new applications on 30 June 2025. Any applications received after this date will unfortunately not be reviewed or processed. This marks a definitive end to the old system for new entrants.

Surrey County Council is transitioning to a new Open Framework Agreement. This new system is designed to provide a more flexible and accessible pathway for both new and existing transport providers. Applications for this new framework are scheduled to open in autumn 2025, offering a fresh opportunity for operators to become part of Surrey's school transport provision.

Information Session for Prospective Providers

To ensure a smooth transition and to inform interested parties about the new framework, an important information session has been scheduled. This session is highly recommended for both new and current providers seeking to understand the upcoming changes and requirements.

When: Wednesday 9 July

Where: On Microsoft Teams

The session will cover critical aspects of the new agreement, including:

• The detailed structure of the new contract.
• What specific qualifications you will need to meet.
• How the quality of services will be assessed under the new framework.
• Key dates for the comprehensive changeover from the DPS to the new framework.
• Other important information pertinent to providers operating within Surrey.

This is an invaluable opportunity to gain direct insights and prepare for the new application process. You can also refer to the pre-market engagement notice for further details.

How to Attend the Information Session

To secure your place at this essential event, you must respond by Friday 4 July 2025. There are two convenient methods for responding:

1. Via the Proactis Portal:
   • Project Name: DW SCC Market Engagement for Provision of Client Assisted Passenger Transport Services
   • Reference Number: RFX1000744
2. Via Email:
   • Email Address: [email protected]

When submitting your response, please ensure you include the following vital details:

• Name of attendee(s)
• Job title(s)
• Organisation name, full address, and contact details

Please note that there is a maximum limit of two attendees per organisation to ensure effective information dissemination and question-and-answer opportunities.

The Backbone of Safety: Drivers and Passenger Assistants

The safety of children and vulnerable adults transported under Council contracts is paramount. This necessitates a rigorous vetting process for all drivers and passenger assistants (PAs) involved in school transport in Surrey.

The SSTAT Authorised Identity Badge (AIB) Scheme

All individuals involved in the transportation of children and vulnerable adults on contracts issued through the Council must undergo vetting via the Surrey School Travel and Assessment Team (SSTAT) Authorised Identity Badge (AIB) scheme. Crucially, only drivers and passenger assistants working for SSTAT-approved operators will be permitted to apply for an AIB. This ensures a consistent standard of safety and accountability across the entire network.

Driver or Passenger Assistant Application Process

The application process for an AIB is structured to ensure thorough vetting:

1. Online Booking: All new applicants are required to complete an online booking form to schedule an appointment at Fairmount House, Leatherhead. This appointment is for the Authorised Identity Badge application.
2. Document Verification: It is imperative that all applicants are fully aware of the approved documents list as issued by the Disclosure and Barring Service (DBS). Only documents explicitly on this list will be accepted as valid forms of identification during the appointment. Failure to provide correct documentation will result in an unsuccessful application.
3. DBS Enhanced Disclosure: Upon the successful issue of the DBS Enhanced Disclosure, the individual can then register for the DBS Update Service. This service allows for ongoing checks of an individual’s criminal record, removing the need for new disclosures to be applied for when applying for a position with another organisation or during subsequent AIB renewals.
4. Online AIB Renewal: Once registered with the DBS Update Service, individuals can apply to renew their Authorised Identity Badge online, streamlining the re-accreditation process.

Important Note: If any part of this stringent process is failed, or if required information is not provided, the application will not be successful. If there is any doubt about the suitability of an applicant to work with children and vulnerable adults, operators are strongly advised to refer to the Suitability Guidelines (PDF) for detailed information on how applications are assessed. This ensures that only the most appropriate and trustworthy individuals are entrusted with transporting children.

Passenger Assistant (PA) Information for Operators: Ensuring Child Safety

Passenger Assistants play a vital role in ensuring the safety and well-being of children during school transport. If a PA is assigned to a school transport service, they must first be cleared through the Surrey School Travel and Assessment Team (SSTAT) authorised accreditation scheme and must visibly wear their SSTAT authorised ID badge whenever carrying out their duties. This badge serves as an immediate visual confirmation of their approved status.

PAs are expected to adhere to a strict set of responsibilities and protocols:

• Vigilance During Drop-off: PAs must be particularly vigilance when children are leaving the vehicle, ensuring a safe disembarkation.
• Precautionary Measures: They are required to take all reasonable precautions to ensure the safety of children when entering or leaving the vehicle. However, it is important to note that PAs are not responsible for helping children before they board the vehicle or after they have safely left the vehicle and are clear of the immediate vicinity.
• Early Arrival Protocol: If the vehicle arrives at the school earlier than the scheduled time, children must be kept safely on the vehicle until the designated drop-off time. This prevents children from being unsupervised or entering school grounds too early.
• Reporting Behaviour Issues: All behaviour problems observed during the journey must be reported directly to the headteacher of the school. This ensures that appropriate action can be taken by the school to address any disciplinary concerns.
• Handling Unmet Children: In the critical event that a child is not met at their designated drop-off point and they do not normally make their own way home, the PA must keep the child on the vehicle. At the end of the route, the PA should immediately call the school or Pupil Services for further instructions. If, for any reason, the PA is unable to contact either the school or Pupil Services, they must take the child to the nearest police station as soon as possible and report the situation. This protocol is crucial for safeguarding vulnerable children.

Conversely, there are strict actions that PAs must avoid:

• No Leaving the Vehicle: PAs should not leave the vehicle to collect children from their homes or pick-up points. The vehicle is permitted to wait for a maximum of three minutes beyond the planned pick-up time.
• No Unauthorised Stops or Route Changes: Children must not be collected from or set down at unauthorised stops. The pre-approved route must not be altered under any circumstances without prior, explicit permission from the Transport Co-ordination Centre.
• Adherence to Schedule: The vehicle must strictly adhere to scheduled times. If a vehicle runs early, it must wait until the scheduled time before proceeding to the next pick-up or drop-off point. This ensures consistency and predictability for parents and schools.

These guidelines are in place to uphold the highest standards of safety and professionalism within Surrey's school transport services.

Understanding Travel Assistance for Post-16 Students in Surrey

For post-16 students in Surrey, eligibility for travel assistance, including potential bus discounts, is assessed based on individual need. If it is deemed necessary to maintain your attendance at your education placement, you may be eligible for such support. This assistance is not a universal entitlement but is provided where it directly impacts a student's ability to access their education.

Key Changes: Current DPS vs. New Open Framework Agreement

To provide a clearer picture of the transition for transport providers, here's a comparative overview of the current Dynamic Purchasing System (DPS) and the upcoming Open Framework Agreement:

Frequently Asked Questions About Surrey School Transport

Here are some common questions regarding school transport in Surrey, based on the information provided:

Q: When does the current Dynamic Purchasing System (DPS) for school transport in Surrey end?

A: The current DPS agreement for client passenger transport services will end in April 2026.

Q: When can I apply to become a school transport operator under the new system?

A: Applications for the new Open Framework Agreement are scheduled to open in autumn 2025.

Q: Is it still possible to apply for the current DPS for school transport in Surrey?

A: No, the current DPS closed to applications on 30 June 2025. Any applications received after this date will not be reviewed or processed.

Q: How do drivers and passenger assistants get approved to work on Surrey school transport contracts?

A: All drivers and passenger assistants must be vetted through the Surrey School Travel and Assessment Team (SSTAT) Identity Badge (AIB) scheme. This involves completing an online booking, providing approved DBS documents, and obtaining a DBS Enhanced Disclosure.

Q: What should a Passenger Assistant (PA) do if a child is not met at their drop-off point at the end of the route?

A: The PA should keep the child on the vehicle and call the school or Pupil Services for further instructions. If they cannot contact either, they should take the child to the nearest police station as soon as possible and report the situation.

Q: Who is responsible for contacting parents during a major school transport incident in Surrey?

A: The school is responsible for contacting parents of children involved. If parents are unable to reach the school, Surrey's Contact Centre is responsible for dealing with their telephone enquiries.

Q: Can Passenger Assistants leave the vehicle to collect children from their homes?

A: No, PAs should not leave the vehicle to collect children. The vehicle may only wait three minutes beyond the planned pick-up time.

Q: Am I eligible for a bus discount if I am a post-16 student in Surrey?

A: You may be eligible for travel assistance if it is deemed necessary to maintain your attendance at your education placement. This is assessed on an individual basis.

Surrey's commitment to providing safe, reliable, and well-managed school transport is evident in its detailed protocols and the upcoming transition to the new Open Framework Agreement. Whether you are a parent, an existing operator, or considering becoming a new provider, understanding these guidelines is essential for contributing to and benefiting from a secure school travel environment.

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