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EOTC Transport

At St Joseph's School, we have procedures to keep participants safe when travelling for EOTC events. Before an event that requires travel, we develop a transport plan covering information such as travel details (e.g. distance, travel time, route, map, stops/breaks), students who may need extra support while travelling, how we will record who is in which vehicle, and departure checks. We assess any potential risks (e.g. health, safety, child protection) if considering using volunteers to transport students.

Depending on the event and proposed form of transport, we seek consent from parents before transporting students. If an event is outside usual school hours (e.g. sports, evening performances), we provide clear information to parents about whether parents or the school will be responsible for transport arrangements.

The person in charge of the EOTC event is responsible for ensuring transport requirements are met, which might include speaking with drivers, physically assessing vehicles, and sighting relevant documentation. Drivers should be competent to drive in the intended traffic, road, and weather conditions. It is illegal to smoke or vape in any vehicle that has occupants under the age of 18 years (whether it is moving or stationary). We ensure that all participants are aware that they must comply with our Smokefree and Vapefree policies.

On overnight trips, a vehicle must be accessible at all times in case of an emergency.

Public transport or contracted transport

If students are travelling in buses for an EOTC event, a staff member is present on each bus, where possible.

When contracting a bus company, the school asks for written confirmation that all assigned drivers:

• are licensed to carry passengers (i.e. they have a passenger endorsement)
• have passed a "fit and proper person check" by Waka Kotahi
• have been safety checked and vetted as required by the Children's Act 2014.

When we engage an external transport provider, both the school and the provider share responsibility as joint PCBUs while travelling.

School or hired vehicles

If school staff or volunteers are driving a school vehicle or hired vehicle for an EOTC event, we ensure the following guidelines are met:

• The driver's name is recorded, and their licence is sighted by the person in charge of the trip.
• Each vehicle transporting students should carry a first aid kit, and a list of students in the vehicle.
• Drivers of a minibus/van must not transport more than 11 passengers (a special licence is not required as long as they have a full, current car licence).

Private vehicles

If we use private vehicles for EOTC events, we ensure the following guidelines are met.

• Any private vehicle used for EOTC transport must be registered, appropriately insured, and have a current warrant of fitness.
• All drivers providing transport must have their full driver licence, even if they are only transporting their own children.
• Drivers and passengers must use appropriate seatbelts/restraints at all times. This means using a restraint suitable for the passenger's age and size/height, and seating anyone under 15 years in the back seat if a seat is available.

Related policies

• EOTC Consent
• EOTC Supervision (including EOTC volunteers)
• EOTC Contingency and Emergency Planning

Legislation

• Health and Safety at Work Act 2015
• Children's Act 2014
• Smokefree Environments (Prohibiting Smoking in Motor Vehicles Carrying Children) Amendment Act 2020

Resources

• Waka Kotahi | NZ Transport Agency:
  • Requirements for using child restraints
  • Plan your journey
  • Fit and proper person
• TKI | Te Kete Ipurangi: EOTC Guidelines (see "Transport consent and safety" in chapter 3)
• EONZ: EOTC Safety Management Plan and Toolkit (see EOTC Safety Management Plan template – "Transport")
• EONZ: Good Practice Guidelines (see "Driving Good Practice Guideline")
• EONZ: EOTC Safety Management Plan and Toolkit (see relevant resources)
  • Transport Plan Form
  • Transport Driver Agreement Form
  • Transport Passenger Permission Form

Release history: Term 3 2024, Term 1 2024, Term 3 2020, Term 1 2019

Topic Number: 26091	Last Modified Date: 16/07/2025 16:50:10
Topic Version: 1	Published Date: 30/01/2026